Executive Assistant - TREC Executive Division

Job Vacancy Announcement

Working Title:

Executive Assistant

Division:

Executive Division

Job Posting #

2505-08-EXE

Monthly Salary:

$5,416.66 - $6,000.00

State Classification:

Executive Assistant III

Class No./ Group:

U0164 / EE00

Location:

Austin

FLSA Status:

Exempt

Work Week:

Monday-Friday, 40 hours/week (Flexible work environment)

Travel:

Posting Date:

05/12/2025

Closing Date:

On Hold

Job Summary:

This position reports to the Executive Director in the Executive Division. The position performs highly complex (senior-level) professional assistance work to support division staff in accomplishing the goals of the division. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment; may occasionally receive instruction or assistance as new, unusual, or unique situations arise and/or assist others in performing work of greater complexity.

Job Duties:

Provide general administrative support to the executive director and other executive staff within the division
Monitor general division mailbox, email inbox and fax inbox, scan and route as needed
Manage e-signature processes and authentication
Manage and fill all agency directory requests, and contact lists for policy makers
Manage executive director and deputy executive director calendars and scheduling
Manage division calendar and scheduling
Order and maintain all supplies
Handle all requisitions and monitor contracts for the division
Assist with administration of the agency’s recovery fund
Assist with management of timely report submissions to the website
Assist with planning for division & Town Hall meetings
Assist with scheduling, liaison, tech support, and documentation for committee meetings
Assist with assembly and distribution of policy holder meeting materials and documentation, as needed
Assist with developing a paperless office environment, scan and retrieve documents as needed
Assist with creation of presentations
Assist in handling speaking requests, travel requests and expense reports and reimbursements of staff, committee, board and commission members
Assist in proofreading and formatting agency documents
Attend work regularly
Perform other duties as assigned

Minimum Qualifications:

Graduation from an accredited four-year college or university with major coursework in business administration or a related field.
Experience in administration management

Experience can substitute for education on a year for year basis

Preferred Qualifications:

At least five years of experience in a complex administrative support role
At least one year of experience working at a state agency

Knowledge, Skills and Abilities:

Knowledge of general business procedures and use of standard office equipment
Skill in operating a personal computer with word processing, database, and spreadsheet software
Skill in providing excellent customer service to both internal and external customers
Complex office practices and administrative procedures
Coordinating and scheduling activities and resources
Preparing correspondence/documents using correct spelling, grammar and punctuation; proofreading and reviewing documents for clarity and consistency
The responsibilities associated with administrative office procedures to include the use of proper business telephone etiquette, internal communication strategies and use of basic office equipment
Skills in maintaining effective working relationships with individuals and groups
Shows initiative and action beyond what is required to improve products or services; is self-starting and completes assignments independently without constant supervision
Protects sensitive and confidential information
Ability to collaborate and work well with others

Environmental and Physical Conditions:

Normal office work environment, mostly sedentary in nature. Involves speaking to groups of people. May involve walking; standing; remaining stationary for long periods of time; pulling and pushing; kneeling, stooping and bending; and safely lifting and carrying items weighing up to 30 pounds. Work involves extensive phone usage and repetitive hand/wrist/finger motions while using the computer.

How To Apply:

To apply for this position, complete an on-line application either through the TREC CAPPS External Applicant Career Section or through Work In Texas (WIT).

All applications must contain complete job histories, which includes job title, dates of employment, name of employer, supervisor's name and phone number and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.

Applications will not be considered until all required documentation is received by TREC/TALCB.

For job opening inquiries or to request a reasonable accommodation under the Americans with Disabilities Act please contact the TREC Human Resources by phone at 512-936-3604. Applications must be received by the closing date in order to be considered for this posting.

Additional Application Requirements:

None

Military Crosswalk Information:

MOSC_AdministrativeSupport.pdf

Contact:

Human Resources at (512) 936-3000 or human.resources@trec.texas.gov

TREC/TALCB provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Applicants should communicate requests for disability-related accommodations during the application process to Human Resources. 1-800-RELAY TX (for hearing impaired).

TREC participates in E-Verify and will provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization.

Section 651.005 of the Government Code requires males, ages 18 through 25, to provide proof of their Selective Service registration or of their exemption from the requirement as a condition of state employment.

Applicants who possess a valid Texas Real Estate License will be required to place their license in an “Inactive” status.

Only applicants interviewed will be notified of their selection or non-selection. Resumes will not be accepted in place of a completed application.

Texas Appraiser Licensing
& Certification Board

TALCB

TALCB