Executive Assistant Internal Audit

Teacher Retirement System of Texas (TRS)•Austin, TX

22h•Onsite

About The Position

The Executive Assistant for Internal Audit is responsible for providing administrative and operational support to the Chief Audit Executive, and division directors. The incumbent will provide administrative and office management support to the Internal Audit division and provide program assistance. This position will proactively work with the Chief Audit Executive, division directors, Internal Audit staff, TRS employees, and internal and external stakeholders.

Requirements

Associate's degree from an accredited college or university.
High school diploma or equivalent and additional full-time administrative executive support experience may substitute for the required education on an equivalent year-for-year basis.
Four (4) years of full-time directly related, progressively responsible experience in providing administrative support or related experience.
A bachelor's degree in a closely related field may be substituted on an equivalent year-for-year basis.

Nice To Haves

Certified Texas Contract Manager (CTCM)
Experience in State of Texas purchasing and contract administration
Experience with records management in a government setting
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.
Experience with Microsoft Office software, including Word, PowerPoint, and Outlook.
Proficient in Excel

Responsibilities

Provides comprehensive administrative assistance to the Chief Audit Executive (CAE), and division directors.
Manages calendars, schedules and prioritizes meetings, appointments, and special events; reserves meeting sites, contacts and confirms appointments and meetings, as needed.
Arranges and manages complex travel arrangements.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the division, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Coordinates the maintenance of Internal Audit’s operational policies and procedures and ensure timely annual review and updates as needed.
Monitors and maintains the CAE’s calendar, including scheduling meetings and conferences, and coordinating travel arrangements.
Screens telephone calls and incoming mail, determines priority, and directs items that need immediate attention to the CAE, or departmental managers as needed.
Maintains office operations, including supply inventory and equipment coordination.
Proofreads departmental correspondence, documents, reports, and publications.
Responsible for Internal Audit records management and retention activities, including the purging of records in accordance with agency records retention schedules.
Coordinates and maintains the departmental SharePoint intranet website, ensuring information is accurate and up to date.
Welcomes guests and clients by greeting them, in person or on the telephone; answering or directing inquiries and escorting them to and from meetings.
Liaises and communicates appropriately with internal staff and external stakeholders at all levels.
Updates division organizational charts; tracks personnel changes and vacancies.
Assists with the evaluation of administrative practices and programs and provides input for process improvements.
Assists with planning and coordinating of special and administrative assignments, programs and projects.
Oversees, coordinates, and provides general office administrative support for the Internal Audit department including, but not limited to: preparing forms, correspondence, notices and agendas for meetings, and other documents; greeting and routing visitors and telephone callers; scheduling meetings and appointments; sorting and distributing incoming and outgoing mail; copying; faxing; and making travel arrangements.
Develops, coordinates, and maintains files, logs, and other record-keeping systems.
Responsible for Internal Audit records management and retention activities, including the annual records disposition.
Serves as liaison for open records requests and records retention.
Compiles and analyzes data regarding Internal Audit and agency operations and prepares periodic and ad hoc reports, surveys, forms, tables, spreadsheets, and charts.
Coordinates and compiles/organizes data for various management reports and requests for information; and coordinates distribution of materials and obtaining authorization/approvals.
Coordinates onboarding of new Internal Audit staff and non-TRS workers.
Plans and coordinates office moves, telecom, IT setup and maintenance of office equipment as necessary.
Oversees Internal Audit contracts and procurement process in conjunction with the Procurement and Contracting Team. Keeps track of the division's Procurement Plan.
Serves as contract liaison for various Internal Audit contracts.
Responsible for Internal Audit ProCard in procurement of staff’s training classes and conference registration, professional licenses and organization membership renewal and maintenance.
Ensures compliance with purchasing, contracting, and regulatory requirements.
Monitors and reconciles the IA operating budget and expenditures; prepares purchase requisitions and assists with budget reporting and analysis.
Assists with preparing and tracking operating budgets for the Internal Audit department.
Maintains and monitors special assignment and departmental project files in collaboration with managers and staff to ensure project deadlines are properly tracked and met.
Coordinates, compiles, and performs detailed analysis of data and prepares periodic and ad hoc reports, including board reports and agenda items.
Coordinates the preparation of Audit, Compliance and Ethics (ACE) Committee Books and other presentation materials for the Board of Trustees.
Responsible for timely uploading the ACE Committee materials and distribution of the final ACE Books to the oversight entities.
Participates on special projects and work groups as needed.
Performs related work as assigned.