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Department: 480501 - UHR Temporary Services
Location: Raleigh, NC
Essential Job Duties:
If you have a passion for higher education and a commitment to affecting positive change locally and globally, apply to become a part of our hyper-collaborative community where everyone belongs.
Are you an organized and detail-oriented individual who thrives in a fast-paced academic environment? We are seeking a dynamic and proactive executive assistant to join our team and support senior leadership in managing day-to-day administrative operations for the leadership team. As the primary administrative contact, you will play a critical role in facilitating seamless communication and coordination within the organization and with external stakeholders.
Other Work/Responsibilities:
A successful candidate will be driven to perform all duties of the office with excellence, confidentiality, discretion, and absolute attention to detail. This position requires someone who is inherently organized and has the ability to create structure for others with ease. Strong emotional intelligence and a positive, unflappable demeanor are essential to understand needs and anticipate and respond to activities that may require a rapid response. The primary focus of this position is to support leadership in scheduling meetings, travel, and specific events, ensuring a smooth process so leadership is fully prepared for all activities. This position requires a high degree of discretion and diplomacy that fosters positive relationships with those interacting with the office. A strong candidate will be proactive, flexible, resourceful, kind, compassionate, approachable, knowledgeable, thorough, and an excellent communicator.
Reception and Liaison: Foster a welcoming and inclusive atmosphere to engage visitors, students, parents, faculty, staff, and other stakeholders, offering an exceptionally positive customer service experience. Collaborate with other executive assistants. Oversee the Pages Program by working with team members to promote a positive and supportive work culture, including hiring, managing, and supporting student participants, and providing professional development opportunities to enhance their experience.
Calendar Management: Efficiently manage leadership calendars, scheduling appointments and coordinating meetings with administration, students, faculty, staff, industry partners, alumni, donors, and other key stakeholders. Plan and coordinate schedules to ensure smooth execution of engagements.
Correspondence and Communication: Draft, review, and edit various communications, including emails, letters, memoranda, presentations, and reports. Handle both internal and external correspondence with professionalism and discretion. Manage the distribution of holiday and other correspondence. Prepare agendas, notices, and minutes for leadership meetings.
Issue Resolution: Research, prioritize, and address incoming issues and concerns, handling sensitive or confidential matters with the utmost professionalism. This role requires a high level of integrity, discretion, and confidentiality in all interactions.
Organizational Liaison: Serve as the primary liaison for the Reappointment, Promotion, and Tenure ( RPT ) process. Coordinate meetings, prepare timelines, and ensure accurate processing of related activities.
Travel Arrangements: Arrange complex and detailed travel plans, including both domestic and international trips. Prepare itineraries and compile necessary documents for travel-related meetings.
Document Management: Ensure timely distribution of documents requiring signature and handle incoming mail. Manage a searchable online archive of documents.
Financial Processing: Process financial transactions and coordinate supporting documentation for all expenses, including purchasing card expenses, travel authorizations, and reimbursements. Ensure accuracy and compliance with all institutional rules and regulations. Coordinate documentation of appropriate approvals for relevant transactions.
Required Qualifications:
The ability to write clearly and concisely is critical. The ideal candidate will be responsible for producing well-written reports, documents, and correspondence.
Professionalism, attention to detail, and the ability to maintain confidentiality
Strong organizational and time management skills with the ability to prioritize work and meet deadlines
Ability to work both collaboratively and independently
Proficiency in tools such as Gmail, Calendar, Sheets, Docs, Slides, and Adobe products
Exceptional written and verbal communication skills
Financial management experience, including budgeting and expense tracking
Strong interpersonal skills with the ability to work with diverse stakeholders
Discretion and integrity in handling sensitive information
Resourceful problem-solving skills and the ability to manage multiple tasks efficiently
Flexibility and adaptability to changing priorities
Project management experience, including event planning and coordination
Ability to plan and execute events such as conferences, workshops, and related activities
Strong communication skills to engage effectively with partners, sponsors, and attendees
Creativity and attention to detail in developing engaging experiences
Ability to anticipate challenges and implement contingency plans
Preferred Qualifications:
Expertise in writing and composition, including drafting high-level correspondence. This may include speech preparation, recommendation letters, award nominations, and sensitive communications. A key aspect of this responsibility is capturing leadership's voice and communication style authentically.
Required license or certification:
N/A
Position Number: 48LS101
AA/EEO Statement:
NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
