EXECUTIVE ADMINISTRATIVE ASSISTANT 3 - OFFICE OF THE COMMISSIONER - DAVIDSON - 67621

Executive Service

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.

Job Overview:

We are seeking an Executive Administrative Assistant to join our team at the Tennessee Department of Children's Services. This role is vital in providing high-level administrative support to our leadership team, ensuring smooth operations within our agency. The position is based in downtown Nashville, Tennessee and plays a crucial role in facilitating communication and project coordination.

Key Responsibilities:

• Serve as the primary administrative point of contact for the Commissioner of the department.
• Manage and maintain complex calendars, including scheduling high-level meetings, events, and travel.
• Prioritize and coordinate daily activities to ensure effective time management for the Commissioner.
• Prepare, proofread, and format sensitive correspondence, reports, presentations, and official documents.
• Plan, schedule, and coordinate executive meetings, department briefings, and interagency sessions.
• Prepare agendas, take meeting minutes, and ensure timely follow-up on action items.
• Coordinate logistics for on-site and virtual meetings, including technology setup and materials distribution.
• Handle incoming and outgoing communications with professionalism and discretion, including phone calls, emails, and written correspondence.
• Draft responses or delegate inquiries on behalf of the Commissioner as appropriate.
• Liaise with internal and external stakeholders, including government officials, agency heads, and community leaders.
• Maintain a high level of confidentiality when managing sensitive personnel, legal, and policy-related documents.
• Organize and manage secure filing systems, both digital and physical, for executive documentation.
• Assist with special projects, research, and departmental initiatives as assigned by the Commissioner.
• Track project timelines and ensure deliverables are met in coordination with department staff.
• Arrange detailed travel itineraries, accommodations, and expense reimbursements.
• Support planning for executive participation in public events, conferences, and intergovernmental meetings.
• Coordinate with other executive assistants and administrative staff to ensure departmental consistency and efficiency.
• Serve as a trusted representative of the executive office, modeling professionalism and organizational values.
• Monitor and order office supplies for the executive suite; coordinate with facilities as needed.
• Oversee the smooth operation of the Commissioners office and support the readiness of briefing materials.

Minimum Qualifications:

Proven experience as an executive administrative assistant or similar role. Strong proficiency in Microsoft Outlook and other office software applications. Outstanding organizational skills with the ability to manage multiple tasks efficiently. Effective communication skills, both written and verbal. Experience in project coordination is highly desirable. Familiarity with office management procedures is a plus. Bachelors degree plus four years professional staff administrative experience.

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.