What are the responsibilities and job description for the Executive Assistant position at Tennessee Secretary of State?
Executive Assistant
Department of State
Capitol Office of the Secretary of State
Reporting directly to Tennessee’s 37ᵗʰ Secretary of State, the Executive Coordinator 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:
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 should be available to start immediately.
Department of State
Capitol Office of the Secretary of State
Reporting directly to Tennessee’s 37ᵗʰ Secretary of State, the Executive Coordinator 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.
- 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.
- 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 Operating Officer and General Counsel.
- Manages the Secretary of State’s calendar and activities to ensure high value time utilization of the Secretary in relationship to external and internal requirements. Briefs/updates the Secretary on upcoming meetings and ongoing obligations.
- Reviews the Secretary of State’s email communications and assists in providing timely responses.
- Organizes Secretary of State’s travel arrangements and prepares expense reports.
- Prepares briefing memos and relevant updates for the Secretary of State on outstanding projects, identifies issues, develops contingencies, and suggests remedies.
- Assists with or manages special projects which may include PR, securing speaking engagements, or specific personnel and organizational development initiatives.
- Collaborates with Secretary of State to foster a success-oriented, positive, high integrity organizational culture.
- Performs duties such as financial record keeping/data entry, creating invoices, correspondence, and working on special projects.
- Oversees day-to-day office management duties including office supply orders, conference/meeting room scheduling and organizing mailings.
- Assists with approving time and labor in Edison for the Secretary of State’s direct reports.
- Performing other related duties as required.
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.
*Candidate should be available to start immediately.
