What are the responsibilities and job description for the EXECUTIVE ADMINISTRATIVE ASSISTANT 1 - 78942 position at State of Tennessee?
Executive Service
EXECUTIVE ADMINISTRATIVE ASSISTANT 1 Administrative Office of the Courts Administrative Office of the Courts Executive Admin Nashville, TN Salary: $65,004.00- $71,000.00 Closing Date: 07/08/2026 This position is designated as Hybrid. For more information, visit the link below:
https://www.tncourts.gov/administration/human-resources
Background Check
This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.
Who We Are And What We Do
The Tennessee Administrative Office of the Courts (AOC) serves as a trusted resource to assist in improving the administration of justice and promoting condence in the judiciary. It is the administrative arm of the States judicial branch, one of the three fundamental divisions of Tennessee state government. The judicial branch provides an essential check on the legislative and executive branches through judicial review. The AOC supports the Tennessee Supreme Court, intermediate appellate courts, trial courts, and courts of limited jurisdiction by managing programs, resources, and operations that enable the courts to function efficiently.
Job Overview
The Executive Administrative Assistant (EAA) provides essential operational and administrative support to the AOC's Executive Leadership Team. Reporting directly to the Senior Executive Administrative Assistant, the EAA works as an integral member of the executive administrative team to ensure the smooth, efficient, and professional functioning of the executive office. This role requires a detail-oriented, dependable, and service-focused professional who takes initiative and thrives in a dynamic, fast-paced public sector environment. The EAA supports a wide range of daily, project-based, and strategic administrative functions while maintaining the highest standards of confidentiality and professionalism.
Key Responsibilities
Records Officer:
Serve as the designated Records Officer for the AOC and connected Boards and Commissions; maintaining compliance with state records management standards, including policy development, training, annual records inventory, and management of documents including the monitoring of retention schedules in accordance with Records Disposition Authorizations (RDAs).
Publications & Subscriptions
Manage organizational publications, news subscriptions; process publication requests and coordinate ordering for approved subscriptions.
Project Support
Serve as Executive Liaison to the AOC Sunshine Committee; support the virtual notebook and digital reporting process for the Supreme Court Annual Business Session; coordinate new staff preparations; manage branded organizational materials; and develop and maintain the Executive Division SharePoint site.
Onboarding & Offboarding: Ensure new workspaces are organized and welcoming; support offboarding by distributing procedures to managers, collecting access items and technology, and coordinating knowledge-transfer documentation.
Hospitality & Office Operations
Set up meetings with catering and hospitality as needed; manage parking validations; maintain office supply inventory; assist with receptionist phone coverage; and support office setup logistics in coordination with building personnel.
Mail & Invoice Processing
Coordinate all incoming and outgoing mail, including FedEx, certified mail, and interoffice distribution; and verify Lexis/Thomson Reuters invoices monthly.
Web Inquiries & Daily Support
Serve as the primary handler for web-originated inquiries (Easy Button); provide daily workflow support to the Senior EAA; and serve as a reliable administrative resource to strengthen overall office effectiveness.
Safety & Security
Support AOC safety and security initiatives, including tasks related to the annual court security reporting.
Minimum Qualifications
An associate or bachelors degree and minimum of two (2) years of administrative or office support experience. Equivalent combinations of education and experience will be considered.
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.
EXECUTIVE ADMINISTRATIVE ASSISTANT 1 Administrative Office of the Courts Administrative Office of the Courts Executive Admin Nashville, TN Salary: $65,004.00- $71,000.00 Closing Date: 07/08/2026 This position is designated as Hybrid. For more information, visit the link below:
https://www.tncourts.gov/administration/human-resources
Background Check
This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.
Who We Are And What We Do
The Tennessee Administrative Office of the Courts (AOC) serves as a trusted resource to assist in improving the administration of justice and promoting condence in the judiciary. It is the administrative arm of the States judicial branch, one of the three fundamental divisions of Tennessee state government. The judicial branch provides an essential check on the legislative and executive branches through judicial review. The AOC supports the Tennessee Supreme Court, intermediate appellate courts, trial courts, and courts of limited jurisdiction by managing programs, resources, and operations that enable the courts to function efficiently.
Job Overview
The Executive Administrative Assistant (EAA) provides essential operational and administrative support to the AOC's Executive Leadership Team. Reporting directly to the Senior Executive Administrative Assistant, the EAA works as an integral member of the executive administrative team to ensure the smooth, efficient, and professional functioning of the executive office. This role requires a detail-oriented, dependable, and service-focused professional who takes initiative and thrives in a dynamic, fast-paced public sector environment. The EAA supports a wide range of daily, project-based, and strategic administrative functions while maintaining the highest standards of confidentiality and professionalism.
Key Responsibilities
Records Officer:
Serve as the designated Records Officer for the AOC and connected Boards and Commissions; maintaining compliance with state records management standards, including policy development, training, annual records inventory, and management of documents including the monitoring of retention schedules in accordance with Records Disposition Authorizations (RDAs).
Publications & Subscriptions
Manage organizational publications, news subscriptions; process publication requests and coordinate ordering for approved subscriptions.
Project Support
Serve as Executive Liaison to the AOC Sunshine Committee; support the virtual notebook and digital reporting process for the Supreme Court Annual Business Session; coordinate new staff preparations; manage branded organizational materials; and develop and maintain the Executive Division SharePoint site.
Onboarding & Offboarding: Ensure new workspaces are organized and welcoming; support offboarding by distributing procedures to managers, collecting access items and technology, and coordinating knowledge-transfer documentation.
Hospitality & Office Operations
Set up meetings with catering and hospitality as needed; manage parking validations; maintain office supply inventory; assist with receptionist phone coverage; and support office setup logistics in coordination with building personnel.
Mail & Invoice Processing
Coordinate all incoming and outgoing mail, including FedEx, certified mail, and interoffice distribution; and verify Lexis/Thomson Reuters invoices monthly.
Web Inquiries & Daily Support
Serve as the primary handler for web-originated inquiries (Easy Button); provide daily workflow support to the Senior EAA; and serve as a reliable administrative resource to strengthen overall office effectiveness.
Safety & Security
Support AOC safety and security initiatives, including tasks related to the annual court security reporting.
Minimum Qualifications
An associate or bachelors degree and minimum of two (2) years of administrative or office support experience. Equivalent combinations of education and experience will be considered.
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.
Salary : $65,004 - $71,000