EXECUTIVE ADMINISTRATIVE ASSISTANT 1 - 79556

Executive Service

EXECUTIVE ADMINISTRATIVE ASSISTANT 1

Department of Human Services

Asst Comm QISS

Nashville, TN

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

Closing Date: 08/10/2026

This is a hybrid position

For more information, visit the link below:

https://www.tn.gov/content/dam/tn/human-services/documents/Executive_Admin_Assistant1QISS_Davidson_81026.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

How you make a difference in this role:

The Executive Administrative Assistant 1 (EAA1) serves as a trusted partner to the Assistant Commissioner by providing executive-level administrative, operational, and project coordination support. The position requires exceptional organizational skills, sound judgment, discretion, and the ability to manage multiple priorities while maintaining confidentiality and professionalism.

Job Overview:

This vacancy is within the Tennessee Department of Human Services (TDHS), Division of Quality Improvement and Strategic Solutions (QISS). The Department of Human Services is currently seeking experienced candidates to provide leadership support to a top-level executive within the department.

The Executive Administrative Assistant 1 (EAA1) provides high-level administrative support to the Assistant Commissioner of the Division of Quality Improvement and Strategic Solutions (QISS). QISS is responsible for Quality Management, Continuous Quality Improvement, and the coordination of Departments Strategy Management Planning Process.

Job Responsibilities:

• Provide executive-level administrative, operational, and project coordination support to the Assistant Commissioner.
• Strategically manage the Assistant Commissioner's calendar by prioritizing requests, coordinating meetings, resolving scheduling conflicts, and ensuring appropriate follow-up.
• Coordinate travel arrangements, conference registrations, itineraries, and travel reimbursement documentation in accordance with State policies.
• Prepare agendas, briefing materials, presentations, and background information to ensure the Assistant Commissioner is well prepared for meetings and events.
• Draft, edit, proofread, and format correspondence, reports, presentations, meeting minutes, and other executive communications.
• Serve as the primary point of contact for the division by managing communications, responding to inquiries, and coordinating with executive leadership, internal staff, partner agencies, vendors, and external stakeholders.
• Track assignments, strategic initiatives, action items, and deadlines to support timely completion and accountability.
• Coordinate division meetings, leadership retreats, training sessions, onboarding activities, and other special events.
• Prepare and process administrative documents, including purchase requests, invoices, procurement paperwork, contracts, and other required forms in accordance with departmental and State policies.
• Maintain confidential records, filing systems, organizational documents, and administrative procedures while ensuring compliance with records retention requirements.
• Collaborate with executive assistants across the department to ensure continuity of operations and support departmental priorities.
• Exercise sound judgment, anticipate executive needs, recommend administrative improvements, and support special projects as assigned.

Minimum Qualifications:

• Bachelors degree and 2+ years of full-time professional staff administrative experience or related work.

Preferred Skills:

• 2+ years of government experience.

• Project Management experience Advanced proficiency in executive productivity tools

• Experience supporting senior executives in a government or large organizational environment.

• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and Adobe Acrobat.

• Experience coordinating executive calendars and complex meeting logistics.

• Experience preparing executive briefing materials, presentations, and correspondence.

• Strong project coordination and organizational skills with exceptional attention to detail.

• Ability to exercise discretion and maintain confidentiality with sensitive information. Excellent interpersonal skills and the ability to interact effectively with executive leadership, elected officials, and external stakeholders.

• Experience with travel coordination, procurement processes, and records management.

• Ability to work independently while managing multiple priorities in a fast-paced executive environment

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.