ASSISTANT RESIDENCE DIRECTOR - 75534

Executive Service

This is an on-site position.

How you make a difference in this role:

The Office of the First Lady is looking for an organized, hospitable, and adaptable professional to assist in the operations of the Tennessee Residence. The position is full-time with benefits and is supervised by the Residence Director.

Job Overview:

ASSIST RESIDENCE DIRECTOR WITH OPERATIONS

Assist the Residence Director with administrative tasks including:

• Daily errands
• Placing monthly supply orders for Residence, First Family, and Executive Security
• Keeping Residence organized, presentable, and fully-functioning
• Participate in regular staff meetings and develop a monthly calendar to ensure communication and coordination of staff
• Manage Residence inbox, invitations, and event RSVPs
• Maintain the Residence calendar, ensuring all information is regularly updated and accurate
• Assist in keeping clear communication with office staff and external stakeholders

ASSIST RESIDENCE DIRECTOR WITH EVENTS MANAGEMENT

• Act as the primary point of contact for all incoming event inquiries for Conservation Hall, presenting requests to the First Lady and team
• Coordinate confirmed events with external and internal stakeholders
• Ensure all relevant event details are added to Residence calendar in a timely manner
• Coordinate shuttle service or parking for groups visiting the Residence
• Coordinate with and provide onsite management to third-party vendors and catering staff, including the tracking of event costs and facilitating invoices for reimbursement as needed
• Staff events as needed, acting as primary onsite point of contact for the venue and Office
• Coordinate setup for events with maintenance team
• Prepare and coordinate meeting and event materials
• Liaise with Executive Security to ensure they receive all relevant information
• FIELD TRIPS, HISTORICAL TOURS, AND HOLIDAY TOURS
• Act as lead point of contact for field trips including presenting requests at staff meetings, scheduling with student groups and preparing content, timelines, and staff responsibilities
• Coordinate historical tour program including scheduling, communicating with docents and tour guests, and greeting visitors
• Assist with management of annual holiday tours, receptions, and events
  OPERATIONS & ADMINISTRATION
• Oversee Residence phone line, receiving Residence packages, greeting visitors, setting up for internal meetings
• Manage storage and organization of Residence items
• Conduct purchasing for Residence in a responsible and fiscally conservative manner by:
• Acquiring an office purchasing card and Residence household purchasing card and complying with spending policies and procedures
• Meticulously tracking all spending and updating budgets
• Oversee all historical archiving and metrics tracking for Residence

Minimum Qualifications:

• Undergraduate degree from an accredited school
• Proficient in Microsoft Office programs including but not limited to, Word, Excel and PPT
• Strong verbal and written communication skills as well as strong interpersonal skills
• Experience in project management and ability to simultaneously handle multiple projects
• Well-organized and detail-oriented
• High degree of initiative and proactive approach

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.