Department Office Assistant Jobs in Oak Ridge, TN

Maryville College - Maryville, TN 37804

The Executive Assistant supports the effective operation of the Office of the President by providing high-level administrative coordination for the President, Chief of Staff, Chief Operations Officer, and Board of Directors. The position serves as a central point of communication and coordination for executive office operations, governance activities, constituent engagement, and major institutional events while maintaining the highest standards of professionalism, discretion, and customer service.

Education required:

• Associate degree required
• Bachelor's degree preferred in Business Administration, Communications, Higher Education Administration, Public Administration, or a related field
• An equivalent combination of education and progressively responsible executive administrative experience may be considered

Experience required:

• Five (5) to seven (7) years of progressively responsible administrative support experience
• Experience supporting executive leadership, governing boards, senior administrators, or comparable leadership teams preferred
• Experience coordinating meetings, events, communications, or office operations in a complex organizational environment preferred
• Experience in higher education, nonprofit, government, or mission-driven organizations preferred
• Experience utilizing donor databases, CRM systems, Raiser's Edge, or comparable information systems preferred

Leadership and Collaboration:

• Provide administrative support to the President, Chief of Staff, Chief Operations Officer, and Board of Directors.
• Coordinate executive meetings, appointments, and events involving executive leadership and key stakeholders.
• Coordinate administrative support for President's Cabinet meetings, Board of Directors meetings, and Board committee meetings, including agenda preparation, meeting materials, scheduling, documentation, and follow-up communication.
• Prepare and maintain official records, minutes, reports, and supporting documentation for President's Cabinet meetings, Board meetings, and Board committee meetings.
• Support governance activities by ensuring the timely distribution of agendas, reports, meeting materials, and related communications to executive leadership and Board members.
• Assist the Chief of Staff in coordinating follow-up actions and communication resulting from Cabinet and Board discussions.
• Support collaboration among campus departments and external constituents by facilitating communication and information flow.
• Demonstrate sound judgment, professionalism, and discretion when interacting with employees, students, Board members, donors, alumni, and community partners.

Data, Technology, and Compliance

• Prepare, maintain, and organize confidential records, correspondence, reports, and institutional documents.
• Utilize Microsoft Office applications and other institutional systems to create presentations, reports, communications, and meeting materials.
• Maintain accurate records associated with the President's Office operations and Board activities.
• Support donor stewardship efforts through data entry, reporting, and coordination with institutional databases.
• Ensure confidentiality and appropriate handling of sensitive institutional information.

Stakeholder and Institutional Support

• Serve as the first point of contact for the President's Office, providing professional and responsive customer service.
• Respond to inquiries, direct visitors, and facilitate communication with appropriate College offices and personnel.
• Assist in maintaining positive constituent relationships on behalf of executive leadership.
• Coordinate logistics and hospitality arrangements for Board members, campus visitors, and special guests.

Operations and Technical Oversight

• Manage executive office calendars, scheduling, meeting logistics, and related administrative processes.
• Coordinate special events, meetings, and activities sponsored by the President's Office.
• Support the Chief of Staff in planning and executing major institutional events, including Convocation, Baccalaureate, Commencement, and Board activities.
• Maintain office filing systems, records management practices, supply inventories, and mail distribution processes.
• Prioritize multiple assignments while maintaining exceptional accuracy, attention to detail, and responsiveness.

Fiscal Oversight

• Support the Chief of Staff in maintaining and monitoring budgets for the President's Office.
• Assist with processing, tracking, and maintaining financial records and documentation associated with departmental operations.
• Maintain accurate records related to expenditures, purchases, and budget activities.

Strategic Planning and Sustainability

• Support institutional initiatives by coordinating administrative activities that advance the goals of the President's Office.
• Assist in planning and execution of high-visibility events that support College engagement, governance, and community relations.
• Identify opportunities to improve administrative processes and operational efficiency within the President's Office.
• Contribute to a culture of service, professionalism, collaboration, and continuous improvement.

Other:

NOTE: Other roles/duties will be assigned as necessary to assist the College in the attainment of the goals set forth and the enhancement of a positive, respectful learning environment for all staff, faculty, and students.

• Exceptional organizational and administrative skills with strong attention to detail.
• Ability to manage multiple priorities and deadlines while maintaining accuracy and professionalism.
• Excellent written, verbal, and interpersonal communication skills.
• Strong customer service and public relations abilities.
• Strong event planning and coordination skills with the ability to manage multiple activities simultaneously.
• Ability to exercise discretion and maintain confidentiality.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Ability to work independently while effectively supporting multiple executive leaders.
• Strong problem-solving skills and initiative.
• Ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Ability to build positive working relationships with diverse internal and external constituents.

• None required.

• Ability to navigate campus buildings and event locations.
• Prolonged periods of sitting at a desk and working on a computer.
• Ability to occasionally lift and move up to 50 pounds.
• Standard office environment with frequent interruptions and changing priorities.

Ability to operate the following vehicles or equipment:

• Standard office equipment, including computers, printers, telephones, copiers, and presentation technology.

The College may, at its discretion, sponsor employment-based immigration petitions (such as H-1B or permanent residency) on behalf of employees when permitted by law and aligned with institutional priorities and budget. Sponsorship is contingent on satisfactory continued employment, compliance with applicable federal regulations, availability of institutional resources, and the College's sole determination of fiscal feasibility. The College cannot guarantee sponsorship in any case, particularly where newly introduced federal filing fees or wage obligations create financial burdens inconsistent with institutional budget stewardship. The College always reserves the right to defer or decline sponsorship.