EXECUTIVE ADMINISTRATIVE ASSISTANT 3 - 70843

Executive Service

This position offers a Hybrid style workplace.

For more information, visit the link below:
https://www.tn.gov/content/dam/tn/finance/job-specification-files/Executive_Admin_Assistant_3.pdf

How you make a difference in this role:

This is more than a support role -- it's a chance to work alongside senior leadership at the center of state government operations. You'll have a direct impact on high-level initiatives, build relationships across agencies, and contribute to work that matters for the people of Tennessee every day.

Job Overview:

This Executive Administrative Assistant 3 supports three key leaders: the Deputy Commissioner, Assistant Commissioner for Administration/Chief of Staff, and the Executive Internal Auditor. This position serves by advocating for his/her principals, optimizing schedules, running interference, proactively meeting needs, and prioritizing customer service so these leaders can focus on driving impact for the State of Tennessee.

Key Responsibilities:

• Executive Support & Communication Serve as the primary contact for the executives, handling inquiries with professionalism and discretion.
• Manage correspondence and inboxes triage messages, draft responses, and flag priority issues.
• Liaise with internal and external stakeholders, including the Governor's Office, legislative staff, other agencies, private sector partners, and the general public.
• Meetings, Calendars & Travel Maintain complex executive calendars, schedule meetings, and resolve conflicts.
• Coordinate meeting logistics, including agendas, materials, technology setup, and catering.
• Plan and book executive travel, including creating travel authorizations and preparing detailed itineraries, and process post-travel expense reports.
• Document & Presentation Preparation Draft, edit, and format official letters, memos, reports, and presentations.
• Prepare high-quality meeting agendas and briefing materials.
• Maintain organized digital and physical files, ensuring secure and easy access.
• Office Operations & Team Onboarding Keep the executive office running efficiently, managing supplies, equipment, and workspace readiness.
• Coordinate onboarding for new team members that report to the executives arrange technology, security badges, workspace, and system access.
• Support offboarding by closing access, collecting equipment, and ensuring security compliance.
• Event Planning & Special Projects Plan and execute department events, retreats, and high-profile engagements.
• Manage logistics end-to-end: venue booking, invites, vendor coordination, and on-site support.
• Provide hands-on assistance during events and troubleshoot issues in real time.
• Social Media & Executive Presence Drafts posts or updates, and monitors online interactions of the executives professional social media.
• Support the departments brand identity by maintaining a professional executive online presence.

Minimum Qualifications:

Education: Bachelors degree is required. A degree in business, public administration, communications or a related field is preferred.

Experience: 4+ years of full-time professional staff administrative experience or related work. Candidates should have proven experience as an executive assistant supporting C-suite or senior leaders, with a strong track record in a fast-paced, high-performance environment. Experience in government or the public sector is a plus.

Pursuant to the State of Tennessee's Workplace Discrimination and Harassment policy, the State is firmly committed to the principle of fair and equal employment opportunities for its citizens and strives to protect the rights and opportunities of all people to seek, obtain, and hold employment without being subjected to illegal discrimination and harassment in the workplace. It is the State's policy to provide an environment free of discrimination and harassment of an individual because of that person's race, color, national origin, age (40 and over), sex, pregnancy, religion, creed, disability, veteran's status or any other category protected by state and/or federal civil rights laws.