Tennessee Board of Regents (TBR)
Executive Assistant II for External Affairs
Tennessee Board of Regents (TBR), Dyersburg, Tennessee, United States, 38024
Executive Assistant II for External Affairs
Apply for the
Executive Assistant II for External Affairs
role at
Tennessee Board of Regents (TBR) .
Provides administrative support for the External Affairs division and serves as the Executive Assistant II to the Vice President of External Affairs. Facilitates and oversees the daily operations of the External Affairs office under the Vice President's leadership and supports the division’s program directors as needed. Assists with and manages the daily activities and needs of the Vice President, prioritizing and managing multiple projects with minimal supervision and exercising independent judgment and discretion.
Duties and Responsibilities
Interacts with internal or external constituents as directed by the Vice President, including administration, faculty, staff, students, and vendors.
Receives, directs, and assists visitors and incoming telephone calls; provides procedural information as needed; assists in solving problems for students, faculty, staff, and the public; screens visitors and telephone calls for the Vice President.
Supports the daily needs and schedule of the Vice President of External Affairs.
Maintains the Vice President’s calendar; makes appointments and travel arrangements; plans and arranges events or meetings as directed by the Vice President. Records, prepares, and distributes minutes for meetings conducted by the Vice President and others as requested.
Manages and maintains departmental calendar to track employee leave and important departmental appointments and events.
Manages mail and package distribution for the department and records receipt of purchases.
Receives incoming communication or memos on behalf of the Vice President of External Affairs, reviews content, determines importance, and summarizes and/or distributes content to appropriate staff.
Coordinates and executes the daily operations of the External Affairs Office. Manages the office's schedule of events and the calendar for the Vice President of External Affairs.
Arranges travel and accommodations for the Vice President of External Affairs.
Prepares and edits correspondence, communications, presentations, and other documents.
Reconciles the Vice President's procurement card and orders office supplies for the department.
Completes daily financial records for the department, including monitoring adherence to policy for purchases by others in the department; ensures the completion of all required forms; and informs the Vice President of any budget or purchasing matters.
Assists with budget management by tracking expenses, processing invoices, and preparing financial reports.
Provides budget updates for the Office of External Affairs.
Schedules meetings for internal and external individuals, attends the meeting if needed, and takes notes and records minutes.
Assists in the planning and coordination of departmental events, such as meetings, workshops, conferences, fundraisers, and team‑building activities.
Supports department members with various tasks and projects to help achieve departmental goals and objectives.
Serves as a liaison between division members and other departments or external parties, facilitating effective communication and coordination.
Maintains departmental records, files, and databases, ensuring that information is organized and easily accessible when needed.
Receives and prepares correspondence and other highly confidential and sensitive communications.
Reviews operating practices and implements improvements where necessary.
Supports the Vice President of External Affairs in organizing and executing alumni affairs scholarship fundraising, and manages the alumni scholarship budget.
Maintains the alumni database.
Works with the Athletics Department to assist in planning alumni recognition events and creating and maintaining the alumni hall of fame.
Represents the College at various events as needed.
Other duties as assigned.
Working Conditions At times active. Must be able to lift up to 25 pounds. Some outdoor work is required (e.g., assistance at golf tournaments). Occasional night and weekend work required.
Required Qualifications Excellent communication, organization, telephone and interpersonal relationship skills. Candidate must be detail‑oriented and have excellent follow‑through skills. Knowledge of grammar, spelling, and a “can do attitude” are necessary. Must be able to handle quick changes in priorities and a fast‑paced environment.
Minimum Requirements of Education and Experience High school diploma or GED with prior work experience in an administrative professional position.
Preferred Qualifications An associate degree and at least three years of administrative professional experience. CAP certification is also preferred. Working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Banner. Experience with Adobe Creative applications (InDesign, Photoshop, Illustrator) is preferred. Ability to assist with copywriting, creating, and editing PR/marketing materials.
Salary and Benefits Minimum starting salary: $37,800 annually ($19.38 per hour). With additional experience, pay can increase to a maximum of $45,400.
Vacation and Sick Leave
14 paid holidays
Medical, dental, vision, and life insurance
Retirement plans
Optional 401(k) and 403(b) deferred compensation plans
Educational benefits for the employee and their spouse and dependents
State Employee Discount Program with over 900 merchants
Special Instructions to Applicants To be considered for this position, applicants must submit an application, a resume, a cover letter, and transcripts if applicable. Unofficial transcripts are acceptable for the application process; official transcripts are required upon hire. Applicants must also provide contact information for a minimum of three (3) professional references. Skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on the application. Incomplete applications will not be considered. A completed satisfactory background check will be required before hire.
EEO Statement Dyersburg State Community College is a TBR and AA/EEO employer and does not discriminate against students, employees, or applicants for admission or employment on the basis of race, color, religion, creed, national origin, sex, sexual orientation, gender identity/expression, disability, age, status as a protected veteran, genetic information, or any other legally protected class with respect to all employment, programs and activities.
Seniority level : Mid‑Senior level
Employment type : Full‑time
Job function : Administrative
Industry : Higher Education
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Executive Assistant II for External Affairs
role at
Tennessee Board of Regents (TBR) .
Provides administrative support for the External Affairs division and serves as the Executive Assistant II to the Vice President of External Affairs. Facilitates and oversees the daily operations of the External Affairs office under the Vice President's leadership and supports the division’s program directors as needed. Assists with and manages the daily activities and needs of the Vice President, prioritizing and managing multiple projects with minimal supervision and exercising independent judgment and discretion.
Duties and Responsibilities
Interacts with internal or external constituents as directed by the Vice President, including administration, faculty, staff, students, and vendors.
Receives, directs, and assists visitors and incoming telephone calls; provides procedural information as needed; assists in solving problems for students, faculty, staff, and the public; screens visitors and telephone calls for the Vice President.
Supports the daily needs and schedule of the Vice President of External Affairs.
Maintains the Vice President’s calendar; makes appointments and travel arrangements; plans and arranges events or meetings as directed by the Vice President. Records, prepares, and distributes minutes for meetings conducted by the Vice President and others as requested.
Manages and maintains departmental calendar to track employee leave and important departmental appointments and events.
Manages mail and package distribution for the department and records receipt of purchases.
Receives incoming communication or memos on behalf of the Vice President of External Affairs, reviews content, determines importance, and summarizes and/or distributes content to appropriate staff.
Coordinates and executes the daily operations of the External Affairs Office. Manages the office's schedule of events and the calendar for the Vice President of External Affairs.
Arranges travel and accommodations for the Vice President of External Affairs.
Prepares and edits correspondence, communications, presentations, and other documents.
Reconciles the Vice President's procurement card and orders office supplies for the department.
Completes daily financial records for the department, including monitoring adherence to policy for purchases by others in the department; ensures the completion of all required forms; and informs the Vice President of any budget or purchasing matters.
Assists with budget management by tracking expenses, processing invoices, and preparing financial reports.
Provides budget updates for the Office of External Affairs.
Schedules meetings for internal and external individuals, attends the meeting if needed, and takes notes and records minutes.
Assists in the planning and coordination of departmental events, such as meetings, workshops, conferences, fundraisers, and team‑building activities.
Supports department members with various tasks and projects to help achieve departmental goals and objectives.
Serves as a liaison between division members and other departments or external parties, facilitating effective communication and coordination.
Maintains departmental records, files, and databases, ensuring that information is organized and easily accessible when needed.
Receives and prepares correspondence and other highly confidential and sensitive communications.
Reviews operating practices and implements improvements where necessary.
Supports the Vice President of External Affairs in organizing and executing alumni affairs scholarship fundraising, and manages the alumni scholarship budget.
Maintains the alumni database.
Works with the Athletics Department to assist in planning alumni recognition events and creating and maintaining the alumni hall of fame.
Represents the College at various events as needed.
Other duties as assigned.
Working Conditions At times active. Must be able to lift up to 25 pounds. Some outdoor work is required (e.g., assistance at golf tournaments). Occasional night and weekend work required.
Required Qualifications Excellent communication, organization, telephone and interpersonal relationship skills. Candidate must be detail‑oriented and have excellent follow‑through skills. Knowledge of grammar, spelling, and a “can do attitude” are necessary. Must be able to handle quick changes in priorities and a fast‑paced environment.
Minimum Requirements of Education and Experience High school diploma or GED with prior work experience in an administrative professional position.
Preferred Qualifications An associate degree and at least three years of administrative professional experience. CAP certification is also preferred. Working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Banner. Experience with Adobe Creative applications (InDesign, Photoshop, Illustrator) is preferred. Ability to assist with copywriting, creating, and editing PR/marketing materials.
Salary and Benefits Minimum starting salary: $37,800 annually ($19.38 per hour). With additional experience, pay can increase to a maximum of $45,400.
Vacation and Sick Leave
14 paid holidays
Medical, dental, vision, and life insurance
Retirement plans
Optional 401(k) and 403(b) deferred compensation plans
Educational benefits for the employee and their spouse and dependents
State Employee Discount Program with over 900 merchants
Special Instructions to Applicants To be considered for this position, applicants must submit an application, a resume, a cover letter, and transcripts if applicable. Unofficial transcripts are acceptable for the application process; official transcripts are required upon hire. Applicants must also provide contact information for a minimum of three (3) professional references. Skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on the application. Incomplete applications will not be considered. A completed satisfactory background check will be required before hire.
EEO Statement Dyersburg State Community College is a TBR and AA/EEO employer and does not discriminate against students, employees, or applicants for admission or employment on the basis of race, color, religion, creed, national origin, sex, sexual orientation, gender identity/expression, disability, age, status as a protected veteran, genetic information, or any other legally protected class with respect to all employment, programs and activities.
Seniority level : Mid‑Senior level
Employment type : Full‑time
Job function : Administrative
Industry : Higher Education
#J-18808-Ljbffr