EXECUTIVE ADMINISTRATIVE ASSISTANT

Executive Administrative Assistant

As an Executive Administrative Assistant 1, you will serve as a trusted administrative partner to the Office of General Counsel and the Assistant Commissioner of Administrative and Fiscal Services for the Department of General Services (DGS). In this role, you will provide executive-level administrative support, coordinate executive priorities, manage confidential information, and facilitate communication with internal and external stakeholders. This position is part of the Administration division and reports to the General Counsel and provides support to both the Office of General Counsel and the Assistant Commissioner of Administrative and Fiscal Services. The successful candidate will demonstrate professionalism, discretion, sound judgment, exceptional organizational skills, and the ability to manage multiple priorities in a fast-paced environment with minimal supervision. The position has an on-site work schedule, with the opportunity for limited remote work. The monthly starting salary is $5,100 to $6,373. The State of Tennessee offers competitive benefits, including health, dental, vision, and life insurance; tuition assistance; retirement plans; employee discounts; free downtown parking; generous annual and sick leave; and State holidays. More information regarding benefits can be found at

Key Responsibilities:

• Provide executive-level administrative support to the General Counsel and Assistant Commissioner of Administrative and Fiscal Services.
• Coordinate and maintain executive calendars, appointments, meetings, and scheduling priorities.
• Plan and coordinate meetings, conferences, presentations, and special events.
• Prepare meeting agendas, compile materials, document decisions, and track action items.
• Research, compile, organize, and distribute information and materials needed by executive leadership.
• Draft, edit, proofread, and distribute correspondence, reports, presentations, and other documents.
• Maintain confidential legal, personnel, financial, and administrative records and documentation.
• Exercise discretion and professionalism when handling sensitive and confidential information.
• Serve as a primary point of contact for internal and external stakeholders and respond to inquiries in a professional and timely manner.
• Coordinate logistics for department-wide meetings, events, and special projects, including room reservations, invitations, and catering arrangements.
• Prepare PowerPoint presentations and provide technical support for meetings and presentations.
• Process timekeeping, travel reimbursements, and expense-related documentation.
• Coordinate State Capitol Commission requests and related documentation.
• Maintain and organize electronic and physical filing systems in accordance with records management requirements.
• Review incoming correspondence and communications and route information appropriately.
• Support executive leadership with special projects and administrative initiatives as assigned.
• Ensure compliance with applicable Department policies, State procedures, and administrative requirements.
• Perform other duties as assigned.

Minimum Qualifications:

Completion of a bachelor's degree from an accredited college or university; or three years of progressively responsible professional administrative support experience, executive support experience, or closely related work.

Preferred Qualifications:

• Experience supporting executive leadership, senior management, or legal professionals.
• Advanced proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong organizational, planning, and project coordination skills.
• Exceptional customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Demonstrated ability to manage confidential information with discretion and professionalism.
• Experience coordinating meetings, events, travel arrangements, and executive calendars.
• Current Notary Public certification or willingness to obtain certification.

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.