Executive Assistant Office of the Secretary of State

State of Tennessee - Nashville, TN3.8

Full-time

Reporting directly to Tennessee’s 37th Secretary of State, the Executive Assistant serves as a motivated, confident assistant and a front office representative. The workstation for this position is in the Capitol suite of the Secretary of State on the first floor of the State Capitol. Our mission is to exceed the expectations of our customers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, and accountability in a customer-centered environment.

Expectations:

  • Excellent customer relation skills with a naturally cheerful disposition with the ability to relate well with a wide variety of people.
  • Strong organizational and communication skills with a natural inclination to handling detailed tasks and being thorough in research, including letter-writing.
  • Demonstrated intellectual curiosity and working knowledge of the legislative process, and continued learning.
  • An understanding of the function of the various branches of state government, and a working knowledge of who are the current prominent elected officials in the state (including members of the legislature and members of Congress and the U.S. Senate).
  • Ability to thrive in a busy, deadline-driven, occasionally noisy work environment as a self-motivated member of the team.
  • Demonstrated skill with personal computers, including proficiency in Microsoft Office Suite, particularly mail merge functions and list management.
  • Ability and desire to learn other new technologies.
  • Demonstrable professional deportment for a C-suite environment including social skills with a respect for boundaries, diplomacy and tactfulness in communications and the ability to build relationships to advance the work of the office.

Duties:

  • Developing and maintaining rapport with a variety of important personal contacts with departmental associates and the public. Additionally, there will be professional interaction with counterparts serving other top-level state government officials including staff of the Governor, Lieutenant Governor, Speaker of the House, Legislators, and other Constitutional officers of the state.
  • Receiving and routing telephone calls; opening, dating, previewing, prioritizing, and distributing regular mail.
  • Serve as the primary assistant to answer in-coming phone calls.
  • Carry out a variety of general clerical duties according to existing policies and procedures including routine posting, computations, expense reporting, filing, sorting and other clerical tasks.
  • Maintain non-routine files of alpha, numeric, geographic, color coded or other nature.
  • Perform clerical work including tabulations and calculations of data; prepare tables, charts, graphs, and reports.
  • Complete special projects as called upon to advance the goals and objectives of the office.
  • Compile documents and other preparatory information in an orderly manner for various meetings of boards and commissions on which the Secretary of State serves.
  • Receiving and routing visitors and guests.
  • Scheduling appointments and meetings; Preparing and distributing materials timely for such appointments and meetings.
  • Provide occasional administrative support to the Chief of Staff and General Counsel.
  • Performing other related duties as required.

Education and Experience:

Ideally, the right candidate will have a bachelor’s degree and work experience in state government.

At least four (4) years of full-time relevant experience is required.

Other Requirements:

  • Candidate must be willing to submit to a background check.

Salary range: Commensurate with experience.

*Candidate should be available to start immediately.

Job Type: Full-time

Experience:

  • Executive Assistant: 4 years (Required)

Education:

  • Bachelor's (Required)