Executive Administrative Assistant

Executive Service

Closing Date: 08/03/2026

This is a hybrid position

Annual Salary Range: $67,764.00 - $87,912.00

Closing Date: 08/03/2026

This is a hybrid position

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

This vacancy is within the Tennessee Department of Human Services (TDHS), Division of Operations. Under the general supervision of the Deputy Commissioner of Operations, the Executive Administrative Assistant 2 serves as a high-level administrative partner, supporting executive workflow, calendar management, communication coordination, follow-up tracking, and operational support across Budget, Facilities, Fiscal, IT, procurement, and Quality Improvement and Strategic Solutions.

The ideal candidate will be proactive, organized, detail-oriented, and able to manage competing priorities in a fast-paced executive office environment. The Deputy Commissioner of Operations provides operational leadership across department functions, supporting the effective, efficient, and compliant delivery of services, programs, and strategic priorities. Provides direct executive administrative support to the Deputy Commissioner of Operations, including calendar management, travel coordination, meeting preparation, correspondence, briefings, document preparation, and follow-up on assigned action items.

Anticipates executive needs, identifies upcoming deadlines or decision points, prepares relevant background materials, and ensures the Deputy Commissioner is positioned for meetings, approvals, and follow-up actions. Serves as a liaison between the Deputy Commissioners office, the Commissioners Office, TDHS divisions, state agencies, legislative offices, community partners, external stakeholders, and the public. Reviews, screens, and responds to inquiries; elevates urgent or high-priority matters;

routes issues to appropriate leadership or staff; and tracks responses to completion. Drafts, reviews, edits, and coordinates correspondence, reports, agendas, presentations, meeting notes, briefing materials, and other executive-level documents. Coordinates meetings, conferences, and special projects, including agenda preparation, materials collection, note-taking, decision tracking, and follow-up. Tracks assignments, pending items, approvals, and follow-up actions across the Operations Division to ensure timely completion and clear communication with appropriate stakeholders.

Maintains awareness of key operational issues, deadlines, and priorities impacting the Deputy Commissioners areas of responsibility and proactively keeps the Deputy Commissioner informed. Supports administrative, operational, and policy-related research and analysis; summarizes information; and assists with workflow and process improvements. Coordinates with executive assistants and administrative staff across the department to support consistent communication, backup coverage, and alignment on executive priorities.

Maintains confidential records, files, reports, and documentation in accordance with departmental and state policies.

Bachelors degree and 3+ years of full-time professional staff administrative experience or related work.

• Experience providing executive-level administrative support, office management, project coordination, public administration, communications, or program support.
• Experience reviewing, tracking, or coordinating budget, fiscal, purchasing, invoice, contract, or travel-related information is strongly preferred.
• Experience supporting budget, fiscal, procurement, facilities, or other administrative operations in a government or similarly complex organization is preferred.
• Strong written and verbal communication skills, with the ability to prepare clear correspondence, reports, agendas, meeting notes, summaries, and briefing materials.
• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, maintain accuracy, and follow through independently.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams; strong Excel skills, including the ability to organize data, track expenditures or approvals, reconcile information, and prepare clear summaries for executive review.
• Knowledge of State of Tennessee systems is preferred.
• Ability to establish and maintain effective working relationships with executive leadership, staff, state officials, partners, and the public.
• Ability to exercise discretion, sound judgment, initiative, and professionalism when handling confidential, sensitive, and time-sensitive matters.

• Bachelors degree and 3+ years of…