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Tennessee Department of State
Office of the Secretary of State
Mission: The mission of the Office of the Secretary of State is to exceed the expectations of our customers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, and accountability in a customer-centered environment.
Supervisor: Secretary of State
Summary: This position provides direct support to the Secretary of State by managing his external schedule, coordinating travel and event logistics, and preparing correspondence and materials. It requires exceptional organization, attention to detail, and the ability to anticipate needs in a fast-paced, public-facing environment.
Duties/Responsibilities:
- Manage the Secretary of State’s external schedule, including leadership groups, speaking engagements, grant presentations, and travel across the state.
- Serve as the primary point of contact for incoming calls and visitors to the Capitol office; greet guests, field inquiries, and manage appointment requests.
- Prepare comprehensive travel and event logistics for the Secretary, including route planning, timing, and coordination with organizers to ensure smooth execution of visits and presentations.
- Staff the Secretary at events, prepare briefing materials, and work with the Communications Division to share photos and context for social media.
- Draft light correspondence on behalf of the Secretary.
- Perform other duties and responsibilities as assigned to support the Office of the Secretary of State.
Minimum Qualifications:
Education and Experience:
- Graduation from an accredited college or university with a bachelor’s degree in political science, public administration, communications, business administration, or a related field. Must have experience and understanding of the political and government landscape in Tennessee.
Knowledge and Abilities:
- Proven ability through office or campaign experience to proactively manage a complex calendar, including scheduling meetings, appointments, and statewide travel for the Secretary.
- Ability to anticipate the needs of the Secretary before meetings and events.
- Exceptional attention to detail, accuracy, and organization in managing logistics, event materials, and correspondence.
- Strong written and oral communication skills, with the ability to communicate information professionally in person, over the phone, and via email.
- Ability to independently manage time and projects, prioritize competing tasks, and adapt to shifting priorities in a fast-paced environment.
- Skilled in resolving potential scheduling conflicts before they arise and maintaining flexibility when unexpected changes occur.
- Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and mail merge functions.
- Self-starter with a motivated, eager mindset; demonstrates initiative, enthusiasm, and a positive attitude.
- Works well under pressure while maintaining professionalism, composure, and attention to detail.
- Ability to travel independently, including overnight, to support official events and engagements statewide.
- Understanding of Tennessee state government and politics is a plus.
- Must have and maintain a valid driver's license and be willing and able to travel independently throughout the state, including overnight travel, which will be extensive at times. Travel outside the state may also be required from time to time.
- Must be able to lift 40 pounds of materials and equipment when traveling or performing other duties of the job.
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