Executive Assistant

The Executive Assistant to the Chief Information Officer (CIO) is responsible for providing executive support to the Chief Information Officer and the IT Executive Leadership Team. The incumbent will provide office management support, monitor, and maintain communications (i.e., calls, mails, MS Teams communications, etc...), assist with meeting and event scheduling, distributes information, and assist in preparing reports and presentations. This position will proactively work with the CIO and IT Executive Leadership Team, IT staff, agency employees, and members of TRS executive and leadership team.This is a Hybrid position and requires 3 days of onsite work a week conducted at our TRS office in Austin TXWHAT YOU WILL DO: Executive Support• Screens telephone calls, responding to calls that do not need the CIO or Deputy CIO’s attention or directing to the appropriate manager or staff; takes messages and/or forwards to those calls that need immediate attention.• Screens CIO’s incoming mail and other documents, responding to those that do not need the CIO’s attention or distributing to the appropriate manager or staff; assists in sorting, tagging, and prioritizing those needing CIO’s attention.• Assists with CIO and Deputy CIO with scheduling internal, external and hybrid meetings, creating and disbursing agendas, meeting materials and coordinating logistics, including travel as needed.• Attends IT Leadership and agency meetings, documenting key decisions and actions items.• Organizes, assist in creating content for, and distributes IT updates, such as a quarterly IT Newsletter.• Maintains and monitors employee training and training schedules, and coordinates with managers and staff to ensure deadlines are met.• Coordinates with IT Executive Leadership team and Purchasing and Contract Management to document and track IT purchases and contracts.• Maintains and monitors a tickler file of assignment and project due dates, and coordinates with managers and staff to ensure deadlines are met.• Tracks and informs CIO and IT Executive Leadership team performance evaluation due dates, merit raise eligibility, leave usage, and other human resource administration issues.• Meets weekly with CIO and prepares an overview of the week including a meeting schedule review, upcoming deadlines, key staff outages, and travel planning.Office Management• Provides office management support, including but not limited to: answering and routing telephone calls, email filtering and tagging, scheduling meetings and appointments, overseeing the submission of timesheets, sorting and distributing incoming and outgoing mail, copying, and filing.• Prepares or assists with preparing documents, including typing, editing, or proofreading correspondence, contracts, reports, and other related documents.• Develops, coordinates, and maintains files, logs, and other record- keeping systems.• Monitors records retention activities and ensures divisional compliance with records management policies, procedures, rules, and statutes; and may assist with taking corrective action(s) as necessary.• Compiles, analyzes, and maintains data regarding department operations; and prepares periodic and ad hoc reports, surveys, forms, tables, spreadsheets, and charts.• Develops and implements plans and processes to promote office efficiency.• Coordinates with Purchasing to negotiate the purchase of office supplies, furniture, and equipment.• Performs related work as assigned.

WHAT WILL YOU BRING Required Education• High School Diploma or GED. Required Experience• Four (4) years of full-time directly related, progressively responsible experience in providing complex administrative support or related experience.• A bachelor's degree in a closely related field may be substituted on an equivalent year-for-year basis. Required Registration, Certification, or Licensure• None. Preferred Qualifications• Experience providing administrative support in an information technology environment and/or a Texas state agency.• Two (2) years of full-time directly related, progressively responsible experience in information systems, telecommunications, computer operations, information security, systems analysis, programming, or related experience.• One (1) year of full-time directly related, progressively responsible experience as an information security analyst or related experience. Knowledge, Skills, and AbilitiesKnowledge of:• Accepted business and general office practices and procedures; of applicable rules, regulations, and policies.Skills in:• Planning, organizing, and prioritizing work assignments to effectively meet frequent and/or multiple deadlines.• Analyzing problems and devising effective solutions.• Using a computer in a windows environment with spreadsheet, word processing, presentation, database, and other business software to prepare correspondence, spreadsheets, graphs, charts, and reports.• Providing quality customer service.• Effective written and verbal communications, including active listening and telephone communication skills; composing short, informational correspondence; and editing and proofreading.• Setting up and running Microsoft Teams (virtual) meetings.Ability to:• Maintain confidentiality of sensitive information, and exercise discretion when handling confidential/sensitive information.• Establish and maintain harmonious working relationships with co-workers, agency staff, and external contacts.• Work effectively in a professional team environment.