Executive Administrative Assistant 1

Executive Service

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.

Department of Finance and Administration
Administration
Nashville, TN
Annual Salary: $61,200.00 - $70,000.00
Closing Date: 09/23/2026
This position is designated as hybrid
.

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.

The Executive Administrative Assistant 1 provides high-level administrative and operational support to the Office of People and Development with primary responsibility for supporting HR Operations and Employee Relations functions. This position serves as a central point of coordination for confidential personnel matters, employee relations activities, investigations, performance management processes, and administrative operations. The incumbent exercises sound judgment, maintains strict confidentiality, and delivers exceptional customer service while supporting Executive leadership, managers, and employees across the department.

The position requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment. Uses Microsoft Excel and other business applications to maintain tracking tools, analyze workforce and employee relations data, prepare reports, and support HR leadership with accurate, timely information for operational decision-making.

• Provide administrative support to HR leadership and Employee Relations staff.
• Coordinate calendars, meetings, interviews, and confidential appointments.
• Prepare correspondence, reports, presentations, meeting materials, and other business documents.
• Maintain electronic and paper files in accordance with records retention requirements.
• Monitor shared email inboxes and respond or route inquiries appropriately.

• Coordinate administrative activities related to employee relations cases, workplace investigations, disciplinary actions, grievances, and performance management processes.
• Prepare confidential correspondence and supporting documentation.
• Track case activity, deadlines, and required follow-up actions.
• Maintain secure and confidential employee relations files and records.
• Assist with scheduling investigative interviews and employee meetings.
• Support the preparation of reports and metrics related to employee relations activities.

• Coordinate HR communications and distribute information to employees and leadership.
• Support department-wide HR initiatives, training programs, and engagement activities.
• Assist with preparing reports using state system and Microsoft Office applications.
• Monitor workflow to ensure timely completion of administrative tasks.
• Customer Service
• Serve as a professional point of contact for employees, managers, and external partners.
• Respond to inquiries regarding HR processes and direct customers to appropriate resources.
• Build collaborative working relationships across the department.
• Demonstrate professionalism and discretion when interacting with sensitive employee matters.
• Records Management
• Maintain confidential personnel and employee relations records.
• Ensure records are complete, organized, and maintained in accordance with state policies and applicable laws.
• Assist with document retrieval and public records requests as appropriate.
• Other Duties
• Support special projects and department initiatives.
• Assist with logistics for meetings, training sessions, and employee programs.
• Perform other duties as assigned.

• Advanced proficiency in Microsoft Excel, including creating and maintaining spreadsheets, using formulas and functions, developing Pivot Tables and Pivot Charts, filtering and analyzing data, and organizing information to support reporting and decision-making.
• Proficiency with Microsoft Word, Outlook, PowerPoint, and Teams.

• Written and verbal communication.
• Customer service.
• Attention to detail.
• Problem solving.
• Calendar management.
• Document preparation.
• Data entry, reporting, and records management.

• Analyze and organize data using Microsoft Excel to produce accurate reports, dashboards, and tracking tools.
• Interpret data trends and prepare summaries for HR…