EXECUTIVE ASSISTANT AND SPECIAL PROJECTS COORDINATOR - 67499

Executive Service

Background Check:

This position also requires a criminal background check. Therefore, you may be required to provide information about your criminal history to be considered for this position.

Job Overview:

The Executive Assistant and Special Projects Coordinator is a dual-purpose role that supports the Chief Information Officer (CIO) and STS Executive Leadership Team. This position is responsible for administrative tasks and the coordination of special projects assigned by the CIO. The role requires a high level of organization, attention to detail, and the ability to manage multiple priorities effectively. This position is based in the State of Tennessee, in Nashville and rarely requires out-of-state travel. The position is hybrid (remote work with some in-office days required)

Key Responsibilities:

Administrative Duties (50%):

• Manage the CIO's calendar, including scheduling meetings and appointments. Coordinate travel authorizations, arrangements and itineraries for the CIO and Executive Leadership Team.
• Submit expense reports accordingly. Handle email communications, including drafting, responding, and organizing correspondence. Answer and direct phone calls, providing excellent customer service. Manage voicemail rollover.
• Maintain and organize files and documents, ensuring confidentiality and accessibility. Assist with the preparation and submission of weekly and quarterly status reports.
• Develop presentations and other content as needed.
• Schedule and organize meetings, including preparing agendas and taking minutes.
• Conduct professional written and oral communication with employees and customers of all levels.
• Build professional relationships with Agency customers and stakeholders.
• Coordinate quarterly virtual Town Hall meetings.
• Coordinate recurring Vendor Partnership Meetings with CIO and key stakeholders.
• Conduct industry research and draft white papers as assigned. Process annual dues for approved industry associations.
• Manage and update STS email distribution groups.
• Update applicable STS content on TeamTN and TN.gov.
• Serve as staff to required enterprise groups such as the Information Systems Council (ISC), Artificial Intelligence (AI) Council, Cybersecurity Advisory Council, etc.
• Schedule meetings, post public notices on TN.gov, prepare presentations and reports, coordinate lunch orders as needed, set up room, display presentations, take minutes, and manage live steam/MS Teams.

Special Projects Coordination (50%):

• Coordinate and manage special projects assigned by the CIO. Projects may be recurring or one-time.
• Diligently follow up with executives to ensure they meet their deadlines, requiring strong coordination skills and persistence.
• Develop project plans, timelines, and deliverables, ensuring projects are completed on time and within scope.
• Collaborate with various stakeholders to gather information and resources for projects.
• Monitor project progress and provide regular updates to the CIO and Executive Leadership Team.
• Identify and resolve any issues or obstacles that may arise during project execution.
• Conduct research and analysis to support project objectives and decision-making. Leverage NASCIO, Gartner, GNTC, and various industry resources to inform research.
• Conduct recurring special projects with professionalism and attention to detail.
• Examples of recurring projects/assignments include: Prepare and submit weekly STS Status Reports to FA and quarterly STS CFG goals.
• Assist in planning the TN Digital Government Summit, including advisory board events and the main summit event every spring.
• Draft and submit the TN Digital Government States Survey every other year (next submission due Spring 2026) Draft the STS Annual Strategic Plan with the State CIO Assist in the development of annual CFG goals for STS and STS goals within the FA 4-year plan.
• Manage the Hows My Service program and STS Guiding Principles program submissions.
• Coordinate and conduct STS Town Halls each quarter. Plan and manage CIO Roundtable discussions.
• Other duties, as assigned.

Minimum/Preferred Qualifications:

• Bachelor's degree in Information Technology, Business Administration, Management, or a related field preferred. Public sector experience is strongly preferred but not required. Proven experience as a C-level executive assistant or project support role.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills
• Ability to handle confidential information with discretion.
• Ability to build and maintain professional relationships to support STS and the CIO operations.
• Strong problem-solving and analytical skills.
• Ability to work independently and as part of a team.
• Ability to prioritize and manage multiple duties and assignments at once.
• Ability to remain flexible, adapt to last minute changes and adjust tactics on the fly.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, MS Teams).
• Additional software/tools that may be useful for role (training can be provided): Edison Travel and Expense Center, Edison Time Management, PlanView Portfolio Management, Microsoft Project and Visio, FormStack, Adobe Forms, Adobe Acrobat Pro, AEM Content Management, Tableau Dashboards, MyEmma, etc.

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.