EXECUTIVE ADMINISTRATIVE ASSISTANT 1 - 80909

Executive Service

EXECUTIVE ADMINISTRATIVE ASSISTANT 1

Department of Human Services

Asst Comm Fin and Admin

Nashville, TN

Annual Salary: $61,200.00 - $76,476.00

Closing Date: 09/14/2026

This is a hybrid position

For more information, follow the link below:

https://www.tn.gov/content/dam/tn/human-services/documents/HRC0022212_Executive_Admin_Assistant1Ops_Davidson_91426.pdf

Who we are and what we do:

DHS Mission: Strengthen Tennessee by Strengthening Tennesseans

DHS Vision: To revolutionize the customer experience by growing capacity to reduce dependency.

DHS Values:

• High Performance
• Collaboration
• Continuous Improvement
• A shared Vision
• Customer-Centered Solutions

Job Overview:

This vacancy is within the Tennessee Department of Human Services (TDHS), Operations Division. The Department of Human Services is currently seeking an experienced Executive Administrative Assistant to provide high-level administrative and coordination support to the Assistant Commissioner of Operations and the Chief Budget Officer.

The Operations Division supports key department functions including Budget, Fiscal, Information Technology, Procurement, Support Services, and Research and Analytics. The role requires strong judgment, organization, discretion, and the ability to manage competing executive priorities. The Executive Administrative Assistant serves as a key coordination point, helping ensure meetings, communications, assignments, reports, and follow-up activities are organized, accurate, and timely.

Key Responsibilities:

• Provide day-to-day executive and administrative support to the Assistant Commissioner of Operations and Chief Budget Officer.
• Manage calendars, scheduling, meeting preparation, correspondence, and logistical needs while maintaining awareness of executive priorities and deadlines.
• Anticipate upcoming needs, decision points, reporting requirements, and follow-up actions to ensure both leaders are prepared and informed.
• Coordinate meetings and cross-functional work involving Operations, Budget, Fiscal, Procurement, Human Resources, program areas, and external stakeholders
• Monitor requests and communications, route matters appropriately, identify items requiring executive attention, and track assignments through completion.
• Draft, review, edit, and organize correspondence, reports, summaries, presentations, briefing materials, meeting notes, and other executive documents.
• Support operational and budget-related work by gathering information, maintaining trackers, monitoring deadlines and approvals, and preparing concise summaries.
• Review materials for accuracy, completeness, and missing information; coordinate clarification or corrections before elevation to executive leadership.
• Serve as a professional liaison with department leadership, staff, state partners, vendors, external stakeholders, and other executive assistants.
• Exercise discretion with confidential, fiscal, personnel, and executive information while adapting to shifting priorities and special assignments.

Minimum Qualifications:

• Bachelor's degree and 2 years of full-time professional staff administrative experience or related work.

Substitution of Experience for Education:

• Qualifying full-time professional experience may be substituted for required education, on a year-for-year basis, to a maximum of four years.

Preferred Skills:

• Strong organizational and time management skills with the ability to support two senior leaders and manage competing priorities.
• Sound judgment, discretion, initiative, and professionalism when handling confidential, sensitive, or time-sensitive matters.
• Exceptional attention to detail and ability to review information for accuracy, completeness, consistency, and missing information.
• Strong written and verbal communication skills, including preparation of correspondence, summaries, agendas, meeting notes, and briefing materials.
• Ability to anticipate executive needs, identify deadlines or decision points, and work independently without close supervision.
• Ability to organize complex information into concise, usable formats for executive review and decision-making.
• Demonstrated accountability, reliability, ownership of assignments, and consistent professional follow-through.
• Proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint, as well as shared drives and tracking tools.
• Ability to build effective working relationships with leadership, staff, state partners, external stakeholders, and administrative colleagues.

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.