Executive Assistant - Office of Operations and Real Estate - UTK
About The Position
The University of Tennessee, Knoxville (UTK) seeks a highly organized, strategic, and service-oriented Executive Assistant to provide comprehensive administrative support to senior leadership within Campus Operations & Real Estate. This position serves as a trusted partner to the Associate Vice Chancellor for Campus Operations and the Assistant Vice Chancellor for Business Operations, ensuring seamless coordination of executive priorities, communications, and operational initiatives. The ideal candidate is proactive, detail-oriented, and able to manage sensitive information with discretion while thriving in a fast-paced, collaborative university environment.
Requirements
- High school diploma or GED required; Associate’s or Bachelor’s degree preferred
- Minimum of 3–5 years of progressively responsible administrative experience supporting senior leadership
- Demonstrated experience managing complex calendars and high-volume communications
- Strong knowledge of executive-level administrative practices
- Advanced skill in written and verbal communication
- Demonstrated ability to prioritize competing demands and exercise sound judgment
- Strong ability to maintain confidentiality and professionalism
- High level of skill in Microsoft Office Suite and digital collaboration tools
Nice To Haves
- Experience in higher education, public sector, or large complex organizations
- Experience supporting multiple executives
- Familiarity with university systems such as DASH, IRIS, or similar ERP platforms
Responsibilities
- Manage complex executive calendars, scheduling high-level meetings across campus leadership, UT System offices, vendors, and external partners
- Coordinate travel arrangements, itineraries, and expense reconciliations
- Prepare briefing materials and background documentation for meetings and presentations
- Draft, edit, and manage executive communications including emails, memos, reports, and presentations
- Serve as a primary liaison between executive leadership and campus stakeholders
- Maintain confidentiality in handling sensitive operational, personnel, and financial matters
- Support division-wide initiatives, retreats, and strategic planning efforts
- Track action items and follow-up on key priorities to ensure timely completion
- Assist with documentation, process improvements, and workflow coordination
- Process transactions, reconcile expenses, and support procurement activities in accordance with university policy
- Maintain organized records and documentation systems
- Support onboarding logistics and administrative coordination for division staff
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
High school or GED
