Advance Representative (Program Specialist II)

$56,000 - $58,650/Yr

Unclassified - Austin, TX

Full-time - Entry Level

Austin, TX

About the position

The Office of the Governor is seeking an Advance Representative (Program Specialist II) to join the Scheduling and Advance Division in Austin, Texas. This role is essential in providing moderately complex consultative services and technical assistance, working collaboratively with other Advance Representatives and agency staff to plan, coordinate, and assist with event site selection, crowd control, and staff briefings. The Advance Representative will be responsible for researching and planning appropriate sites for state press and policy events, ensuring that all logistics are handled efficiently and effectively. This position requires maintaining strict confidentiality and demonstrating ethical judgment while conducting business on behalf of the Office of the Governor. As a key member of the Governor's Scheduling and Advance team, the Advance Representative will need to have a sustained awareness of the Governor's calendar, contacts, and events to effectively fulfill scheduling and advance activities. The role involves assisting the Division Director and other staff in planning site selection for special events, meetings, and other activities authorized for the Governor. Responsibilities include coordinating facilities, catering, signage, displays, translation, audio-visual equipment, printing, and security to ensure seamless events. The Advance Representative will also work closely with event organizers to manage logistics and schedules, monitor event expenses, and coordinate media coverage of the Governor's events. In addition to these responsibilities, the Advance Representative will communicate and document information clearly, follow complex instructions, and coordinate the availability of necessary equipment and transportation. The role may also involve preparing reports and executive briefings, responding to inquiries regarding site selection, and consulting with other agency staff to perform advance duties successfully. The position may require travel aide responsibilities for the Governor and may include training other staff members as needed.

Responsibilities

• Perform moderately complex consultative services and technical assistance work.
• Collaborate with Advance Representatives and other agency staff to plan and coordinate event site selection and crowd control.
• Assist in researching and planning appropriate sites for state press and policy events.
• Staff the Governor at events and serve as the main point of contact for the Governor and staff.
• Maintain confidentiality and demonstrate ethical judgment in conducting business on behalf of the Office of the Governor.
• Assist the Division Director and staff in planning site selection for special events and meetings.
• Coordinate facilities, catering, signage, displays, translation, audio-visual equipment, printing, and security for events.
• Work with event organizers on logistics and event schedules, and monitor event expenses and budgets as directed.
• Coordinate media coverage of the Governor's events and assist with crowd control and media accessibility.
• Communicate, document, and relay information clearly to others, following complex instructions consistently.
• Prepare reports and executive briefings, and respond to staff inquiries regarding site selection.
• Consult and communicate with other agency staff to perform advance duties successfully.
• Evaluate select providers, venues, and location staff as needed.
• Perform travel aide responsibilities for the Governor when necessary.
• Assist with scheduling assistant duties when necessary.
• Train other staff as needed.

Requirements

• Two (2) years of professional experience in logistics, marketing, or advertising.
• Graduation from an accredited four-year college or university with a degree in business, marketing, communications, public administration, political science, or a related degree.
• One (1) year of experience in executive, campaign, or elected official scheduling experience comparable to the duties performed in this position.

Nice-to-haves

• Experience in event planning and coordination.
• Strong communication and interpersonal skills.
• Ability to work under pressure and manage multiple tasks simultaneously.
• Familiarity with state government operations and protocols.

Benefits

• Medical insurance
• Sick leave
• Vacation leave
• Defined retirement plan