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Executive Assistant, Office of the Board of Trustees

The University of Tennessee, Knoxville
Knoxville, TN

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Job Details

Market Range 08


About the UT System

The University of Tennessee System is comprised of campuses at Knoxville, Chattanooga, Pulaski and Martin; the Health Science Center at Memphis; the Space Institute at Tullahoma; and the statewide Institute of Agriculture and Institute for Public Service. The UT System enrolls about 54,000 undergraduate and graduate students statewide, and more than 13,000 students graduate from UT campuses each year with bachelor’s, master’s, doctoral and professional degrees, and is committed to providing undergraduate, graduate, and professional education programs in a diverse learning environment that prepares students to be leaders in a global society. The UT System has a presence in each of Tennessee’s 95 counties. Through the combined force of education, research and outreach, the University serves students, business and industry, schools, governments, organizations and citizens statewide.

In 2022, the University of Tennessee System was named a certified Great Place to Work®. The Great Place to Work survey is based entirely on what current employees say about their experience working at the UT System. Great Place to Work is the global authority on workplace culture, employee experience and the leadership behaviors proven to deliver market-leading revenue, employee retention and increased innovation. The University is proud to provide a great work environment for all employees.


The Opportunity

The University of Tennessee System enthusiastically invites applications and nominations for an Executive Assistant in the office of the Board of Trustees.

The Board of Trustees is the governing body of the University of Tennessee, overseeing the educational and operational activities of the statewide University system. The 12-member board is comprised of 1 ex officio member, who is the Commissioner of Agriculture for the State of Tennessee, 10 members appointed by the Governor, and 1 non-voting student member appointed by the Board. The Secretary of the University is ex officio the Secretary of the Board and its principal staff liaison.

Reporting directly to the Secretary and Special Counsel to the Board of Trustees, the Executive Assistant supports the Secretary of the Board of Trustees and serves as a primary entry point of contact for the office

for internal/external constituencies, including trustees, senior leadership, faculty, staff, students, alumni, donors, legislators, and the general public. The position fulfills a broad and complex set of assignments. The Executive Assistant anticipates, initiates, coordinates, and serves as project manager for monitoring and ensuring compliance with critical deadlines associated with the Board's calendar. This position also serves as the office manager, performing and overseeing the business processes of the office.

Specific duties include, but are not limited to the following:

    AdministrationProvides executive-level administrative support to the Secretary, Assistant Secretary (as applicable), and members of the Board of Trustees, as needed.Initiates and coordinates meetings, schedules, activities, and other events for the Secretary, Assistant Secretary, and members of the Board of Trustees.Responsible for, among other things: (i) managing calendars, (ii) drafting letters, emails, surveys, and other forms of communication, (iii) maintaining corporate records, and (iv) assisting with the logistics planning and other preparations associated with board meetings.Manages the public email account for the Board of Trustees in response to inquiries and/or complaints from faculty, staff, students, donors, alumni, legislators, and the general public – which routinely requires handling of highly sensitive and, often, confidential issues. This activity requires the highest degree of professionalism, formality, and discretion. Ability to properly assess the situation, conduct background research and/or resolve matters by working with the Board Secretary and/or others within the University system. Responsible for ensuring follow-up by others for timely response.Provides administrative support to meetings of the Board of Trustees and its committees and for other Board-related events. The Executive Assistant is responsible for proactively identifying and solving problems in order to enhance the overall experience for the trustees, the President, and other members of the senior leadership team.
Project ManagementMonitors the Secretary’s annual calendar to ensure compliance with state regulations, Board policies, and other requirements.Serves as the primary liaison to Diligent (Board software vendor) to coordinate and maintain an accurate list of users with appropriate privileges.Assists with the development of meeting planning guides.Tracks the status of minutes, resolutions, meeting materials, PowerPoint presentations, and other board-related materials.Oversees, maintains, and provides, as appropriate, board member information (biographical information, appointment letters, oaths of office, disclosure forms, board demographics, attendance, etc.)Coordinates a wide variety of meetings and other activities with members of the Senior Leadership Team; the Offices of Communications and Marketing, Special Events, and Information Technology; and University Library System, etc.Oversees Board member services, including – travel, programs (tickets, events, memberships), and expense reimbursement.Handles other special projects for the office from time to time.Office OperationsAssists with the preparation of financial budgets, reports, and reconciliation of expenses. Monitors and updates office business processes to ensure compliance with University policies.Manages office needs for IT access, equipment, support services, etc.Determines office supply needs, places orders vendors, processes invoices and internal transfers.Oversees and processes expense reimbursement activities, ensuring UT policy requirements are met.Ensures office equipment (printers, copier/fax/scanner) are maintained. Manages surplus property processes.Maintains office records and filing systems.Oversees student interns.Coordinates general maintenance issues with Facilities Services, Telephone Services, Network Services.Board MeetingsAttends all meetings of the Board and its committees.The Executive Assistant will support a culture of engagement and belonging by treating others with dignity and respect at all times, and by exhibiting conduct that reflects a commitment to diversity, equity, and inclusion. The successful candidate is expected to contribute in measurable ways to the systemwide mission and fully embrace the systemwide Be One UT Values.


Required Qualifications:

A high school diploma and a minimum of five years of experience supporting senior executive officer(s) as an executive assistant or similar role in a large, complex organization is required.

Additional requirements include:

    The ability to perform duties using the highest level of confidentiality, discretion and respectExcellent interpersonal, verbal communication and writing skillsThe ability to work independently, problem solve and refer questions/issues to appropriate individualsMust understand the value of working collaboratively with othersHighly proficient with Microsoft Office suite (Word, Excel, PowerPoint, Outlook, Teams) and other software applications (Zoom, Qualtrics, etc.); Adept at learning new software and building tech-savvy skillsProactive, reliable, self-motivated and flexibleStrong organizational skills, attention to detail, and ability to manage multiple projects and deadlinesThe ability to remain calm under pressure and to work in fast-paced, high-profile environment
Preferred Qualifications

    A college degree or advanced trainingTen years of experience supporting senior executive officer(s) as an executive assistant or in a similar role in a university or large, nonprofit organization University of Tennessee or higher ed experience Prior experience with board portal technology desired (Diligent or others)Paralegal or notary public certifications
Application Process
For full consideration applications should be accompanied by a letter of interest, resume and three professional references. Review of applications will begin immediately.

Compensation for the position will be competitive and commensurate with qualifications and experience within the established market range. Additionally, the University offers a comprehensive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits and much more. Additionally, Tennessee residents do not pay a state income tax. For more information on the University of Tennessee’s benefits, visit


Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Board Of Trustees
Schedule: Full-time
Job Posting: Aug 11, 2022, 5:23:49 PM


Working at The University of Tennessee, Knoxville

Founded in 1794, the University of Tennessee is one of the nation’s oldest and most storied public universities. Based in Knoxville, Tennessee’s flagship land-grant institution includes the statewide Institute of Agriculture and the Space Institute in Tullahoma. The university embodies excellence in teaching, discovery, scholarship, research, creative activity, outreach, and engagement. Known as the Volunteers, we lead with a spirit of selflessness, empathy, and courage, and strive to be champions for diversity, equity, and inclusion

UT Knoxville is a Research 1 university with 11 academic colleges and more than 900 programs of study. With an enrollment of more than 30,000 students, our academic programs are repeatedly ranked top in their class. The university co-manages Oak Ridge National Laboratory, the country’s most prominent national lab, driving innovation in advanced manufacturing and materials, national security, and more. We are closely connected with our communities through outreach and extension efforts across Tennessee and through partnerships with non-profits, corporations, and industries—regionally, nationally, and around the globe.

The city of Knoxville is nestled in the foothills of the Great Smoky Mountains. The modern, thriving community is surrounded by gorgeous lakes and hundreds of miles of walking, hiking, and biking trails. Situated along the banks of the Tennessee River, our beautiful features an eclectic music scene, internationally recognized festivals, unique restaurants, and a robust offering of diverse cultural activities. Knoxville is located within a day’s drive of Atlanta, Nashville, Asheville, Charlotte, Louisville, Cincinnati, Memphis, Chicago, and Washington D.C.

Knoxville and the surrounding counties have a population of more than 850,000 people. The region houses many leading corporations and organizations, including Oak Ridge National Laboratory, Pilot/Flying J, the Tennessee Valley Authority, and Regal Cinemas, along with HGTV, Food Network, and other networks owned by Discovery Inc.

As a member of the UT family, you will be surrounded by top-notch faculty, staff, and students from around the world. You will be part of a diverse campus community that is passionate about changing the world and cheering for the Vols on game day.

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