EXECUTIVE ADMINISTRATIVE ASSISTANT 2 - 64595

Executive Service

Who we are and what we do:

The Tennessee Department of General Services is responsible for providing goods and services to the State government of Tennessee. Its primary customers are other State departments and agencies. It also serves vendors wishing to do business with the State, and citizens and organizations interested in purchasing surplus State and federal property. The Departments services include centralized procurement for State departments; management of the States real estate assets; motor vehicle and equipment management; printing, media, and photographic services; postal services; warehousing and distribution; State employee parking, badging, and shuttle services; and assistance to small businesses and businesses owned by minorities, women, and veterans. For more information about the Department of General Services please visit www.tn.gov/generalservices.

How you make a difference in this role:

As the Executive Administration Assistant, you will provide direct support to the Chief of Staff and The Office of General Counsel for the Department of General Services (DGS). This role requires exceptional professionalism, attention to detail, and strong organizational and communication skills. In this role, you will coordinate meetings, develop agendas and presentations, and manage calendars. Additionally, you will maintain records and facilitate communication with internal and external stakeholders.

This position reports to the Chief of Staff of DGS. The position has an onsite work schedule. This position has a monthly starting salary of $5,050.00 - $6,310.00 (determined by experience). The State of Tennessee offers competitive benefits that include health, dental, vision, and life insurance, tuition assistance, retirement plans, employee discounts for personal purchases, free downtown parking, better-than-average sick and annual leave, plus State holidays.

More information regarding benefits can be found at www.tn.gov/hr/employees1/benefits.html

Key Responsibilities:

• Provide executive-level administrative support to the Chief of Staff and coordinate calendars
• Research and assemble information and materials needed by executive leadership
• Prepare and maintain a variety of confidential records and reports of average to complex difficulty
• Assist in planning and executing department-wide events
• Sign and approve a variety of documents
• Maintain and organize electronic files
• Consistently use professional written and verbal communication
• Schedule meetings, create professional meeting agendas, document decisions, and facilitate follow-up on action items
• Process monthly expense reports
• Coordinate Capitol Commission Requests
• Create PowerPoint presentations and provide technology support for meetings
• Ensure compliance with relevant policies, procedures, and regulations
• Maintain correspondence and documentation related to internal and external stakeholders
• Deliver excellent customer service to clients and resolve inquiries or issues promptly

Required Experience:

• Completion of a bachelor's degree from an accredited college or university
• Three (3) years of experience providing executive administrative assistant duties in the private or public sector
• Proficiency with Microsoft TEAMS, Microsoft 365 suite, including Microsoft Excel, Word, and PowerPoint at an advanced level, and Adobe software
• Superior organizational and problem-solving skills
• Excellent verbal and written communication skills
• Exceptional customer service skills
• Adaptable to evolving organizations and change

Pursuant to the State of Tennesseans 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.