About the position
The Executive Assistant for Benefit Services at the Teacher Retirement System of Texas plays a crucial role in providing administrative and operational support primarily for the Chief Benefit Officer (CBO) and additional support to the Deputy Chief Benefit Officers (DCBO) and Benefit Services leadership. This position is integral to the Benefits Services Division, which is dedicated to serving over 2 million members by ensuring they receive personalized service for their pension benefits. The Executive Assistant will be responsible for managing a variety of tasks that facilitate the smooth operation of the division, including scheduling appointments, managing travel arrangements, and maintaining communication with internal and external stakeholders. This role requires a proactive approach to problem-solving and the ability to handle sensitive information with discretion. In addition to administrative duties, the Executive Assistant will assist in program management by developing and maintaining operational documents, proofreading correspondence, and compiling program data for analysis. The position also involves supporting the division during peak workloads and collaborating with other Executive Assistants. The ideal candidate will thrive in a fast-paced environment, demonstrating strong organizational skills and the ability to prioritize tasks effectively. This hybrid position requires the Executive Assistant to report to the Austin, Texas office at least three days a week, allowing for a blend of in-office and remote work. The successful candidate will have the opportunity to grow professionally through coaching and mentorship, gaining valuable skills while making a positive impact on the lives of TRS members. This role is not just about administrative support; it is about being part of a committed community that values excellence and strives to enhance the member experience every day.
Responsibilities
- Provides primary operational support for the Chief Benefit Officer (CBO) and secondary support to Deputy Chief Benefit Officers (DCBO), directors, and managers in Benefit Services.
- Manages an active calendar of appointments; schedules, and prioritizes meetings, appointments, and special events; reserves meeting sites; manages travel arrangements; contacts and confirms appointments and meetings; prepares agendas; and takes minutes as necessary.
- Screens telephone calls and incoming mail, determines priority, and directs calls and mail that need immediate attention to the CBO, DCBOs, directors, or other staff as appropriate.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the department, including those of a sensitive or confidential nature.
- Monitors email for high-priority inquiries and requests with trackable due dates, responding as appropriate.
- Develops, coordinates, and maintains files, logs, and other record-keeping systems.
- Maintains and monitors special assignments and divisional project files in collaboration with managers and staff to ensure project deadlines are properly tracked and met.
- Composes and prepares forms, personnel actions, correspondence and other documents some of which may be confidential.
- Welcomes guests and clients by greeting them, in person or on the telephone; answering or directing inquiries; and escorting them to and from meetings.
- Assists with budget preparation and management, including the preparation of expenditure requests for the purchase of office supplies, equipment, and other purchases and services.
Requirements
- Associate's degree from an accredited college or university.
- Five (5) years of full-time directly related, progressively responsible experience providing complex administrative support to an executive, executive teams, senior-level management staff, and/or a large department/division.
- Two (2) years of experience drafting correspondence and other materials, scheduling and maintaining meeting calendars and travel arrangements, interacting with business professionals and the general public, and/or adhering to protocols with discretion on confidential or sensitive matters.
- Experience with Microsoft Office software, including Word, Excel, PowerPoint, and Outlook.
Nice-to-haves
- Bachelor's degree from an accredited college or university.
- Experience providing administrative support in an executive office environment, including regular contact and communications with senior management and board members.
- Experience in a customer service-related position involving the interpretation and explanation of complex program laws, rules, policies and procedures.
Benefits
- Competitive salary ranging from $63,887 to $85,000 per year.
- Hybrid work environment with flexibility in work location.
- Opportunities for professional development and career growth through coaching and mentorship.
