EXECUTIVE ADMINISTRATIVE ASSISTANT 1 - 81362

Executive Service

EXECUTIVE ADMINISTRATIVE ASSISTANT 1

Department of Correction

Human Resources & Staff Development

Nashville, TN

Annual Salary - $61,200.00 - $91,752.00

Closing Date: 10/12/2026

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 Department of Correction operates and oversees 14 adult prisons across the state, housing some 21,000 offenders. In the community, TDOC supervises 79,000 offenders on probation, parole, or community corrections. The department operates 44 probation/parole offices in 13 districts across the state.

How you make a difference in this role:

The TDOC Human Resources & Staff Development Divisions are responsible for the oversight of all human capital management functions for over 6,000 employees located across the state. These areas include, but are not limited to, employee relations and engagement, compensation, employee health and safety, professional development programs, employee wellness, worker's compensation, training, and the Tennessee Correction Academy.

Job Overview:

The Executive Administrative Assistant provides high-level, proactive administrative and operational support to the TDOC Human Resources & Staff Development executive team (Assistant Commissioner of Human Resources, the Deputy AC of Organizational Strategy, and the Deputy AC of Employee Performance & Culture). This role serves as a critical partner in managing daily priorities, coordinating complex administrative functions, facilitating communication across internal and external stakeholders, and ensuring the effective execution of HR division initiatives. The ideal candidate is highly organized, discreet, detail-driven, and adept at working in a fast-paced environment within a large public sector organization.

Key Responsibilities:

Executive Support

• Manage and optimize the Assistant Commissioner's daily schedule, including meetings, travel arrangements for HR executive team, briefings, and event logistics.
• Prepare executive-level correspondence, presentations, reports, agendas, meeting minutes, and briefing materials.
• Screen, prioritize, and route incoming communications, ensuring timely and appropriate responses.
• Maintain confidentiality of sensitive personnel, operational, and strategic information.

Operational Coordination

• Support the coordination of HR division projects, initiatives, and cross departmental efforts by tracking milestones, deadlines, and deliverables.
• Assist with policy and procedural documentation, including formatting, proofing, and distributing updates.
• Oversee document management systems, ensuring material is organized, accessible, and compliant with record-keeping standards.
• Coordinate internal leadership meetings, including logistics, materials preparation, follow-ups, and action item tracking.

Stakeholder Engagement

• Serve as a primary point of contact between the Assistant Commissioner and internal/external stakeholders.
• Support the organization of town halls, employee engagement activities, training sessions, and other HR related events.
• Foster positive working relationships with senior leaders, employees, state agencies, vendors, and external partners.

Data & Reporting Support

• Assist HR executive team with compiling HR metrics, dashboards, and performance reporting by gathering data and preparing summaries.
• Perform basic research, data validation, and document production as needed to support HR initiatives and executive team.
• Ensure accuracy and timeliness of materials prepared for executive review or public reporting.

Administrative Management

• Process procurement requests, invoices, expense reports, and vendor documentation.
• Maintain departmental files, organizational charts, distribution lists, and internal directories.
• Monitor office supply inventory, equipment needs, and other operational requirements.

Minimum Qualifications:

• Bachelor's degree and 2+ years of full-time professional staff administrative experience or related work.
• Qualifying full-time professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of four years.

Preferred Qualifications

• Experience supporting HR executives or leadership teams.
• Knowledge of state government structures, HR policies, rules, and procedures.
• Familiarity with project coordination or light project management methodologies.
• Experience preparing executive-level presentation materials and reports.
• Strong written and verbal communication skills, including professional drafting and editing.
• Advanced proficiency with Microsoft Office Suite and collaboration tools (Outlook, Teams, SharePoint, PowerPoint, Excel).
• Demonstrated ability to manage multiple priorities, meet deadlines, and adapt to changing needs.
• Exceptional discretion and judgment when handling confidential and sensitive information.
• Strong interpersonal skills with the ability to work effectively across all levels of the organization.

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.