Executive Service

EXECUTIVE ADMINISTRATIVE ASSISTANT 2

Department of Military

Administration Division

Nashville, TN

Monthly Salary Range: $3,924 - $7,063

Closing Date: 11/30/2022

Who we are and what we do:

The Tennessee Military Department is currently accepting resumes for the position of Executive Administrative Assistant 2 to The Deputy Adjutant General (DAG) of Tennessee who is responsible for oversight and coordination of all functions of the Tennessee National Guard to include State, Federal, contract and State Guard initiatives. The Military Department is unique due to its Federal/State dual mission making us a large and complex department. In addition to the 420 State positions, the department also has approximately 12,100 National Guard Personnel and approximately 520 volunteers in the Tennessee State Guard. National Guard members may become a State employee by Order of the Governor for emergencies. When this occurs, Guard members are ordered to State Active Duty.

Key Responsibilities:

• Manage complex administrative work requiring the use of independent judgement and initiative.
• Routinely provide miscellaneous support to senior leadership as directed to ensure department goals and objectives are accomplished and operations run efficiently.
• Provide administrative support for DAG's office and senior departmental leadership such as preparing, proofreading, and editing communications.
• Liaison between the DAG office and internal departmental staff, other State departments and agencies, Federal agencies, local and community organizations and groups, and other entities in giving and receiving information.
• Process incoming calls in a professional manner and determine critical information before directing them to appropriate staff or handle matters personally if able.
• Receive, process, and relay all incoming and outgoing office correspondence in a timely manner. Closely monitor priority issues until resolution.
• Schedule meetings for executive staff and provide all relevant information.
• Maintain master calendar to include coverage for State events, conferences, and public speaking engagements. Coordinate with organizers and provide information as needed.
• Coordinate travel arrangements for DAG to include preparing and submitting travel authorization requests including supporting documentation and prepare and submit expense claims at the completion of travel.
• Utilize appropriate computer programs to accomplish administrative activities including state and federal databases.
• Create and manage purchase orders for office supplies or special purchases following State procedures.
• Approve time and attendance and travel functions in Edison for Tennessee State employees under the supervision of the DAG.
• Maintain both paper and electronic office files.
• Maintain the professional appearance of The Deputy Adjutant General's office suite.

Minimum Qualifications:

• Must have a minimum of three years' office management work experience and/or executive level administrative support experience.
• Executive level administrative experience with Military background familiar with state and federal protocol preferred
• Must have a High School diploma from an accredited institution. Bachelor's Degree preferred.
• Must be available to work in the event of emergencies including some nights, weekends, or holidays.
• Must be available to travel overnight (Lodging and per diem is provided).
• Must possess a valid State Drivers' License.
• Some knowledge of Army and Air Force rank structure preferred.
• Must have advanced skill and knowledge of Microsoft Suite (Word, PowerPoint, Outlook and Excel) with aptitude to learn new software and systems, Mail Merge, DTS and Edison System is preferred
• Must possess strong time management skills, with the ability to perform in a fast-paced environment and adapt to changing conditions.
• Must possess excellent written and verbal communication skills
• Comfortable around upper management including the Governor's Office, The Adjutant General, High Ranking Officials in other State Departments, Chiefs of Staff, Senior Leaders Army Guard, Air Guard, TEMA, and Department of Defense
• Must be able to manage flow of communication in a timely and accurate manner.
• Must have strong interpersonal skills and ability to build positive working relationships inside and outside the organization
• Must be a self-starter, maintain a professional appearance, possess a strong work ethic with a team-oriented attitude
• Must always maintain confidential and sensitive information.

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.