GLO - Scheduling Assistant; Executive Assistant II

The Texas General Land Office is seeking an Executive Assistant (Assistant Scheduler) within the Executive Administration Department of the agency.

The Texas General Land Office primarily serves the schoolchildren, veterans, and the environment of Texas. The agency does so by preserving our history, maximizing state revenue through innovative administration, and through the prudent stewardship of state lands and natural resources.

Performs highly complex (senior-level) professional assistance work for an executive. Employees at this level may fully perform a variety of routine daily tasks but will rely on direction from manager to solve problems that are not standard. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

• Free Parking
• Defined Retirement Benefit Plan Optional 401(k) and 457 accounts
• Medical Insurance – State pays 100% of the health plan premium for eligible full‑time employees and 50% of the premium for their eligible dependents. The State pays 50% of the eligible part‑time employees’ premium and 25% for eligible dependents.
• Optional Benefits such as dental, vision, and life insurance.
• Minimum of 96+ hours of annual leave a year (Annual leave increases with length of service).
• Professional Development Opportunities:
  The GLO offers numerous courses to help our employees grow using resources through Linked In Learning and our EAP provider.

• Provide timely, accurate, and up‑to‑date scheduling support for the Commissioner, coordinating details for meetings, appointments, speaking engagements, and interviews. Assist in organizing meetings with agency staff and external stakeholders as directed. Manage the Commissioner’s travel calendar, ensuring all logistics, timing, staffing details, and presentation materials are accurate and current. Prepare and submit preliminary scheduling materials in advance for review and feedback.
• At the Executive Scheduler’s direction, prepare detailed itineraries for the Commissioner, including contact information and names, meeting location and travel times, and other logistical information. Confirm all meetings and events to ensure schedule is updated, accurate, and finalized.
• Coordinate details for the scheduling of internal departmental meetings and briefings with the Commissioner.
• Maintain meeting and speaking request forms as well as invitations that have been accepted, declined, or pending. Maintain the Schedule Request Tracking spreadsheet.
• Provide backup to greet visitors to the executive suite; answer, screen, and route phone calls to the correct person or take messages. Set up conference calls for executives as necessary. Set up conference rooms or meeting spaces as necessary and clean and straighten up conference rooms after meetings.

Minimum Qualifications:

• Graduation from an accredited four‑year college or university in a field relevant to the assignment. Experience and education may substitute for one another.
• One (1) to two (2) years’ experience in travel and scheduling at an executive level.
• Experience in Microsoft 365/Office Suite, Excel, Word, Power Point, Outlook, and Google Suite.

This position is based in Austin, TX. Candidates must be currently located in the Austin area or willing to relocate at their own expense. Relocation assistance is not provided.

• Advanced experience managing complex, fast‑paced, and frequently changing calendars at an executive level.

• Proficiency in Microsoft 365/Office Suite, Excel, Word, Power Point, Outlook, and Google Suite.
• Skills in time management and prioritization.
• Skill in the use of standard office equipment and software.
• Ability to handle mid‑level administrative issues; to analyze and solve work‑related problems and to communicate effectively.

This position requires primarily sedentary office work; however, mobility (moving around the worksite) is routinely required to carry out some duties. The position requires extensive computer, telephone and client/customer contact and communication. It requires the ability to move and position oneself as needed for filing and similar routine office duties. The job also requires normal cognitive abilities requiring the ability to learn, recall, and apply certain practices and policies.

It requires stamina to maintain attention to detail despite interruptions. Ability to read printed materials and computer screens. The individual must be able to move and transport records, documents, boxes, and all related information and materials, weighing up to 20 pounds when required.