ADMINISTRATIVE SERVICES ASSISTANT 3 - 50022

Executive Service

 
ADMINISTRATIVE SERVICES ASSISTANT 3

Department of Military

Tennessee Emergency Management Agency

Nashville, TN

Monthly Salary: $3,958-$5,950

This position has the potential to work remotely up to 25% of the time.

Position Description:

The Tennessee Emergency Management Agency is currently accepting resumes for the position of Admin Services Assistant 3. This position is for a highly organized and experienced administrative professional. This position handles daily office management duties, making travel arrangements, managing multiple agency calendars and events, organizing reports and documents, answering phone calls, setting up meetings, and other similar duties. Because of the nature of emergency management, tasks and duties may vary daily and this position requires someone that is able to prioritize, multi-task, anticipate, and adapt quickly to the needs of agency leadership. This position requires the ability to handle confidential and sensitive information with a high level of professionalism. Excellent written and verbal communication skills are essential while always paying attention to detail. This position reports directly to the Director’s Executive Assistant.

Individual Requirements:

Familiarity with supporting the administrative requirements of senior leadership. Demonstrated high level of proficiency with Microsoft Office and hosting virtual meetings. Thorough knowledge of office automation and software. Experience managing meetings, multiple schedules, taking notes, and drafting correspondence. Ability to anticipate friction points and when arrangements and plans need to pivot, and act quickly to make sure suitable alternative solutions are in place. Capacity to develop and present objective analysis of complex issues to senior leadership. Ability to anticipate changing priorities and to proactively adjust, anticipate needs during absences, and ensure responsibilities and commitments are seamlessly met. Demonstrated commitment to customer service, integrity, and excellence.

Essential Job Duties:

• Support senior leadership with the planning, scheduling, and recording of meetings that may contain sensitive or pre-decisional information.
• Coordinate and process travel for senior leadership.
• Conduct research and prepare reports which may include personnel, salary, and budget issues.
• Respond to outside inquiries with a high level of customer service and professional courtesy.
• Draft memos, reports, purchase orders, and related documents.
• Coordinate with outside vendors for products and services used by the Agency.
• Provide comprehensive administrative support and complete all other tasks as directed by the Executive Assistant.

Minimum Qualifications:

Graduation from an accredited college or university with a bachelor’s degree AND experience equivalent to three years of increasingly responsible full-time professional staff administrative experience.

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.