EXECUTIVE ADMINISTRATIVE ASSISTANT 1 - 82533

Executive Service

EXECUTIVE ADMINISTRATIVE ASSISTANT 1

Department of General Services

State of Tennessee Real Estate Asset Management Divison

Nashville, TN

Annual Salary: $61,812.00 - $77,244.00

Closing Date: 11/18/2026

This position is eligible for hybrid work

How you make a difference in this role:

As the Executive Administrative Assistant, you will serve as a trusted administrative and operational partner to the Deputy Commissioner of Operations for the State of Tennessee Real Estate Asset Management (STREAM) division. You will provide high-level executive support, coordinate leadership priorities and special projects, and help ensure the timely flow of information and assignments across the division.Beyond traditional administrative responsibilities, you will independently coordinate projects, gather and evaluate information from multiple sources, and develop accurate, professional reports, presentations, and executive materials. Working with STREAM leaders and other stakeholders, you will organize contributions, identify gaps or inconsistencies, monitor milestones, follow up on outstanding items, and deliver polished work products for executive review.This position reports directly to the Deputy Commissioner of Operations and requires exceptional discretion in handling confidential and sensitive information. The successful candidate anticipates needs, exercises sound judgment, takes initiative, and manages competing priorities with minimal supervision.

This position has primarily an on-site work schedule, with the opportunity for limited remote work. 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 www.tn.gov/hr/employees1/benefits.html.

Key Responsibilities:

• Provide confidential, high-level executive and administrative support to the Deputy Commissioner of Operations, exercising sound judgment and professionalism in all interactions.
• Manage the Deputy Commissioner's calendar, appointments, scheduling priorities, meetings, site visits, and travel arrangements; anticipate conflicts and recommend solutions.
• Coordinate leadership meetings, conferences, events, and presentations; prepare agendas and supporting materials, document decisions, and track action items through completion.
• Take ownership of assigned projects by organizing work plans, coordinating input from multiple stakeholders, establishing and monitoring milestones, and following up to ensure timely deliverables.
• Independently request information from STREAM leaders and other stakeholders, communicate deadlines, resolve routine coordination issues, and elevate significant concerns as appropriate.
• Research, collect, review, and synthesize information from multiple sources; identify key themes, missing information, and inconsistencies to support executive decision-making.
• Draft, edit, proofread, and format executive correspondence, briefing materials, reports, summaries, and presentations, ensuring accuracy, clarity, consistency, and professional quality.
• Develop PowerPoint presentations, Excel summaries, charts, and tables that communicate relevant information clearly and accurately for executive audiences.
• Track division assignments, project status, deadlines, and deliverables; prepare concise updates and follow up on outstanding requests
• Serve as a professional point of contact and liaison between the Deputy Commissioner, STREAM leadership, State agencies, and external stakeholders; respond to inquiries and route sensitive matters appropriately.
• Review incoming communications, correspondence, and documents; assess urgency and significance, coordinate routing and approvals, and ensure timely follow-through.
• Maintain confidential executive, personnel, financial, and operational information and records with discretion and in accordance with applicable State records requirements.
• Coordinate travel reservations and reimbursements, purchase requests, invoices, and other assigned administrative transactions using applicable State systems and procedures
• Maintain organized electronic and physical files, reference materials, contact lists, and office procedures; support efficient office operations.
• Coordinate logistics for executive site visits, special events, and meetings, including invitations, facilities, equipment, and presentation support.
• Identify opportunities to improve administrative processes, tracking systems, document preparation, and coordination practices; recommend practical improvements.
• Perform other duties as assigned.

Minimum Qualifications:

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 providing direct administrative support to senior or executive leadership.
• Demonstrated experience independently coordinating projects, gathering stakeholder input, tracking deadlines, and completing complex assignments.
• Advanced proficiency in Microsoft 365, particularly Word, PowerPoint, Excel, and Outlook; familiarity with Teams and SharePoint.
• Ability to organize and interpret information, identify key findings, prepare concise summaries, and develop professional executive-level reports and presentations.
• Exceptional attention to detail, proofreading ability, organizational skills, and commitment to producing accurate, high-quality work.
• Strong written and verbal communication, interpersonal, problem-solving, and customer service skills.
• Demonstrated initiative, independent judgment, adaptability, and ability to manage competing priorities with minimal supervision.
• Experience handling sensitive and confidential information with discretion and professionalism.
• Familiarity with State government administrative systems, procedures, or real estate operations.

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.