Administrative Services Assistant

Administrative Services Assistant

Location: 665 Mainstream Drive, 2nd Floor Nashville, Tennessee 37243

Client: State of TN (TN HSDA)

Summary: Under general supervision, is responsible for professional staff work of routine through average difficulty in relieving an executive of administrative detail; and performs related work as required. An employee in this class routinely performs general assignments to relieve an executive of administrative detail and other duties which do not require his/her personal attention. Routinely acts as liaison between executive's office and the governor's office, departmental staff, and other state departments and agencies, local and federal agencies, and community organizations and groups; attends legislative functions and meetings as required to gain information; routinely handles complaints and requests from members of the legislature and other departments, citizens, and employees, as required; attends receptions, luncheons, dinners, and other gatherings in performing personal contact duties. Assigns, trains, supervises, and evaluates assigned clerical and other staff and their work; makes recommendations on personnel actions such as employment, promotion, demotion, transfer, retention, and increases for exceptional performance. Handles routine correspondence including composition of replies and routes to the appropriate operating division for reply; prepares non-routine correspondence as requested; assembles information for speeches, staff meetings, and other purposes; may take minutes at staff meetings. Makes travel arrangements; keeps expense accounts; orders office supplies as needed. Operates standard office machines and equipment as necessary. Education and experience: Graduation from an accredited college or university with a bachelor's degree; qualifying full-time increasingly responsible sub-professional experience or paraprofessional or professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of four years.

Responsibilities:

• Provide clerical and administrative support to ensure efficient operation of the office
• Assist with project coordination and management tasks
• Transcribe and distribute meeting minutes and other important documents
• Manage and maintain schedules, appointments, and travel arrangements for executives
• Prepare and edit correspondence, reports, and presentations
• Perform data entry tasks using various software programs
• Assist with event planning and coordination
• Conduct research and compile data as needed
• Proofread documents for accuracy and completeness

Requirements:

• Proven experience as an administrative assistant or in a related role
• Knowledge of office management systems and procedures
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Excellent time management skills and the ability to prioritize work
• Strong attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Ability to multi-task and work well under pressure
• Experience with receptionist duties

Qualifications:

Graduation from an accredited college or university with a bachelor's degree and experience equivalent to one year of professional staff administrative and/or analytic experience. Qualifying experience may be substituted for the required education on a year for year basis to a maximum of four years.