Executive Assistant to the Chief Human Resources Officer (CHRO), UT System Administration

This position serves as the Executive Assistant to the Chief Human Resources Officer (CHRO), providing strategic, high-level administrative and operational support. The role ensures the CHRO’s time and priorities are effectively managed, facilitates communication with internal and external stakeholders, and supports the execution of key initiatives including administrative support for the HR Executive Leadership across the Human Resources division.

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

Executive Support and Strategic Coordination

• Coordinates and manages complex calendars, schedules meetings and appointments to ensure optimal time management.
• Drafts, proofreads, and manages confidential documents, presentations, correspondences, and reports.
• Serves as the primary point of contact for Human Resources and internal/external stakeholders by answering phone calls, responding to messages, providing general information, and redirecting contacts as appropriate .
• Provides support for meetings including coordinating invitations, organizing and preparing materials, taking.
  minutes, tracking action items, and ensuring timely follow-up.
• Oversees office supplies, equipment, and vendor relationships as needed.
• Serve as a liaison between the CHRO and senior leadership, staff, and external partners.

Meeting & Communication Management

• Lead preparation for executive meetings including developing agendas, creating and extending invitations, organizing and preparing materials, taking minutes, tracking action items, and ensuring timely follow-up.
• Schedules meeting spaces and facilities.
• Makes logistical arrangements such including food/catering, lodging, equipment, and supplies.
• Coordinates statewide meetings and special events for the CHRO.
• Drafts high-level correspondence and communications on behalf of the CHRO.
• Maintains confidentiality and discretion in all communications.

Travel & Event Management

• Oversees travel coordination including developing detailed and complex itineraries for the CHRO, HR team members, and executive-level candidates.
• Arranges flights, accommodations and ground transportation in coordination with external entities including WorldTravel, national hotel chains, rental car companies, and taxi services.
• Assists with travel-related expense reporting in DASH.
• Advises team members on travel policies and best practices
• Organize executive-level events, retreats, and leadership offsites.
   

Budget and Procurement Oversight

• Monitors and reconciles department budgets in accordance with university policies and procedures
• Assists with financial forecasting.
• Processes procurement cards charges and travel reimbursements.
• Reconciles ledgers and statewide projects costs.
• Orders supplies and maintains related records.
• Reconciles statewide project costs.
• Coordinates with HR staff on expenses and budgetary issues.
   

Project Support and Management

• Assists with special projects, research, and event planning as assigned.
• Develops and maintains appropriate files, spreadsheets, and other documentation.
• Compiles reports, including charts and graphs, and prepares PowerPoint presentations.
• Conducts web research and compiles data.
• Develops and manages project plans.

A high school diploma is required. 5+ years of professional office experience in a fast-paced, complex organization supporting a senior executive is also required. Demonstrated ability in budget management and reconciliation.  Technology proficiency including experience using Microsoft Office (Word, Teams, PowerPoint, Oracle, etc.)

Additional skills, experiences, and qualifications include:

• Strategic thinking and judgment in managing executive priorities.
• Highly developed computer skills, including expert knowledge of MS office products
• A self-starter with the ability to work successfully with little or no supervision
• Excellent interpersonal and written communication skills
• Demonstrates sound judgment, discretion, and appropriate urgency when working confidential and sensitive issues
• Strong attention to detail and the ability to prioritize, manage, and execute multiple tasks simultaneously
• Excellent customer service skills and a helpful, service-oriented attitude
• Budget management and reconciliation

Preferred Qualifications

A bachelor's degree and professional work experience in higher education preferred. Human Resources experience is also preferred.

Additional skills, experiences, and qualifications include:

• Project Management
• Event Planning
• Problem-solving skills
• Advanced technology proficiency

Application Process 
For full consideration, applications should be accompanied by a letter of interest, a resume, and three professional references. Review of applications will begin immediately.      

Benefits and Compensation
Compensation for the position is budgeted for $30.00/hour to $33.50/hour

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 https://hr.tennessee.edu/benefits/