Executive Service
EXECUTIVE ADMINISTRATIVE ASSISTANT 1
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.
Job Overview:
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.
Key Responsibilities:
Administrative Support
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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.
Employee Relations Support
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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.
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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.
HR Operations
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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.
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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.
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Records Management
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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.
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Other Duties
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Support special projects and department initiatives.
- Assist with logistics for meetings, training sessions, and employee programs.
- Perform other duties as assigned.
Skills
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Advanced proficiency in Microsoft Excel, including creating and maintaining spreadsheets, using formulas and functions, developing PivotTables and PivotCharts, filtering and analyzing data, and organizing information to support reporting and decision-making.
- Proficiency with Microsoft Word, Outlook, PowerPoint, and Teams.
Organization and time management.
- Written and verbal communication.
- Customer service.
- Attention to detail.
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Problem solving.
- Calendar management.
- Document preparation.
- Data entry, reporting, and records management.
Abilities
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Analyze and organize data using Microsoft Excel to produce accurate reports, dashboards, and tracking tools.
- Interpret data trends and prepare summaries for HR leadership.
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Maintain strict confidentiality.
- Exercise sound judgment and discretion.
- Manage multiple priorities while meeting deadlines.
- Communicate professionally with employees at all organizational levels.
- Work independently with minimal supervision.
- Adapt to changing priorities.
- Build effective working relationships.
- Learn HR systems and processes quickly.
Minimum Qualifications:
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Graduation from an accredited college or university with a bachelor's degree and two (2) years of increasingly responsible administrative, executive support, human resources, or related experience.
- Qualifying experience may be substituted for the required education on a year-for-year basis.
- Experience providing executive or administrative support.
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Experience supporting Human Resources and/or Employee Relations and maintaining confidential records.
- Advanced proficiency in Microsoft Excel, including PivotTables, formulas, lookups (e.g., XLOOKUP or VLOOKUP), data validation, conditional formatting, charts, and data analysis.
- Experience using generative AI tools (e.g., ChatGPT, Microsoft Copilot) to improve administrative efficiency, analyze information, draft communications, or support quality assurance while following organizational policies and maintaining confidentiality.
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Experience preparing reports, dashboards, or metrics from HR or business data.
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.