Executive Assistant - Office of Operations and Real Estate - UTK

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.

Executive Support & Calendar Management

• 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

Communication & Correspondence

• 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

Operational & Project Coordination

• 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

Administrative & Financial Support

• 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

Required Qualifications

• 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

Preferred Qualifications

• 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

Knowledge, Skills, and Abilities

• 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

Work Environment

This position operates primarily in an office environment and may require occasional evening meetings or special event support.

Compensation and Benefits 

• UT market range: MR8
• Anticipated hiring range: Commensurate with qualifications.
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Why Join Campus Operations & Real Estate?

Campus Operations & Real Estate supports the physical and operational backbone of the University of Tennessee, Knoxville. From real estate strategy and financial stewardship to essential campus services, our team plays a vital role in enabling the university’s academic mission. This role offers the opportunity to work closely with senior leadership and contribute to strategic initiatives that shape the