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Tennessee Arts Commission

Administrative Executive Assistant

Tennessee Arts Commission

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Job Summary

The Tennessee Arts Commission seeks a full-time Administrative Assistant to the Director.  Under the supervision of the Executive Director, this position provides scheduling, administrative and event management support to the Executive Director and board and facilitates music purchases for the TN Person-Centered Music program in nursing homes.  This is a state government Executive Service position.

Job Responsibilities

  1. Provide executive administrative support to the Executive Director, with special focus on strategically and efficiently maintaining a busy calendar of internal and external meetings, phone calls and conference calls and video/tele conferencing (Microsoft TEAMS, Zoom etc.); coordinating travel approvals, logistics and expense reporting; managing email and written correspondence and files; and facilitating information collection upon request.
  2. Assists the Executive Director in board support activities, including preparation of meeting agendas together with reports necessary to properly execute meetings, lodging, meals, transportation, site reservations and any other appropriate hospitality arrangements; facilitates timely commission member travel reimbursements; records and prepares official minutes of quarterly Commission meetings and committees;  and supports timely, accurate communications with the board.  Supports ED liaison with Governor’s Office of Boards and Commissions and Secretary of State’s office for notice of appointments and vacancies.
  3. Serves as online music purchaser for songs requested for nursing home resident participants in the TN Person-Centered Music Program. This involves training to become a state purchasing cardholder, purchasing and related record-keeping.   
  4. Provides other office administrative support as requested, including mail distribution, fire warden and state employee charity drive liaison.
  5. Participates with the Arts Commission team to support agency-wide events and initiatives, including the Governor’s Arts Awards, statewide arts conferences and all commission events.  Responsible for special projects to advance agency mission as assigned.

Qualifications

Bachelor’s degree and four years increasingly responsible full-time professional staff experience. Substitution of Education for Experience: Additional graduate coursework in public or business administration or other acceptable field may be substituted for the required experience, on a year-for-year basis, to a maximum of two years. Substitution of Experience for Education: Qualifying full-time increasingly responsible sub professional experience, paraprofessional or professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of four years.

Skills and Knowledge Required:

  • Highly organized, motivated, and detail oriented
  • Strong customer service focus
  • Proven history of managing multiple projects simultaneously while supporting daily office operations
  • Excellent oral and written communication skills
  • Ability to work collaboratively in a fast-paced environment a plus  
  • Proficient knowledge and ability to utilize office equipment and computer software including Microsoft Office and Adobe products
  • Licensed to operate a motor vehicle and available for travel

Event management experience desired

Additional Information

Benefits

Benefits package includes variety of insurance options, monthly annual and sick leave accrual, Tennessee Consolidated Retirement system, and other benefits.

Works in non-smoking office in downtown Nashville*

*Due to the COVID-19 pandemic, most Commission staff are currently working remotely until further notice. Commission staff will be required to return to work in state office located in Nashville per guidance and directives from the Governor and/or the State of Tennessee.

How to Apply

Go to the State of Tennessee website: https://www.tn.gov/careers/apply-here.html. Reference Job Opening ID:  17767.

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.

Details

  • Date Posted: May 13, 2021
  • Type: Full-Time
  • Job Function: Administrative
  • Service Area: Arts / Culture
  • Salary Range: Based on experience. First step: $34,884
  • Working Hours: 37.5 hrs/wk; M-F, 8:00am-4:30pm