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Department: 480502 - UHR UTS/UNC Partnership
Location: Raleigh, NC
Essential Job Duties:
The Executive Assistant serves as a strategic administrative partner within the Poole College of Management, providing comprehensive executive-level support to the Assistant Dean of Finance and Administration and the Accounting ( ACCT ), Management ( MGMT ), and Management, Innovation and Entrepreneurship ( MIE ) departments. Reporting to the Assistant Dean of Finance and Administration, this position plays a critical role in ensuring the effective operation of academic and administrative functions through executive support, financial administration, event management, and stakeholder coordination.
This position exercises a high degree of professionalism, discretion, initiative, and independent judgment while managing complex priorities, facilitating communications, coordinating high-profile activities, and supporting business processes and strategic initiatives on behalf of college leadership.
Major Responsibilities
Executive and Administrative Operations (35%)
Provide proactive executive support to the Assistant Dean of Finance and Administration and departmental leadership to ensure efficient operations and effective execution of priorities.
Responsibilities include:
-Prepare and coordinate agendas, reports, presentations, correspondence, briefing materials, and other executive documents.
-Manage, prioritize, and respond to communications, inquiries, and requests from internal and external stakeholders.
-Track assignments, initiatives, and action items, ensuring timely follow-up and completion.
-Develop and maintain schedules, timelines, and planning processes for recurring activities, projects, meetings, and reports.
-Anticipate administrative needs, identify potential issues, and recommend solutions to support leadership effectiveness.
-Maintain organized, accessible, and compliant records and files.
-Coordinate annual performance review processes for designated leadership and departmental direct reports.
Event, Meeting, and Recruitment Management (25%)
Lead the planning and execution of meetings, events, faculty recruitment activities, and special engagements that advance the college's academic, administrative, and strategic objectives.
Responsibilities include:
-Coordinate faculty recruitment activities, including candidate visits, interview schedules, search committee logistics, and related communications.
-Plan and manage meetings, retreats, workshops, and special events, overseeing logistics such as venues, catering, travel, technology, contracts, parking, and guest services.
-Coordinate travel arrangements and related reimbursements for faculty and invited guests.
-Support executive meetings, leadership retreats, strategic initiatives, and special projects.
Financial, Procurement, and Resource Administration (20%)
Manage departmental financial and procurement processes in accordance with university policies, procedures, and sound business practices.
Responsibilities include:
-Administer purchase card transactions, deposits, reimbursements, and financial recordkeeping for ACCT , MGMT , and MIE .
-Monitor and maintain financial documentation to ensure compliance with university policies, procedures, and audit requirements.
-Coordinate procurement activities, vendor relationships, and purchasing processes.
-Manage inventory and operational resources, ensuring timely availability of supplies, materials, parking permits, and event-related needs.
-Support departmental budgeting and resource planning activities as assigned.
Leadership and Stakeholder Support (10%)
Serve as a key liaison between college leadership, faculty, staff, students, university offices, and external partners to facilitate communication, collaboration, and issue resolution.
Responsibilities include:
-Respond to and coordinate inquiries on behalf of college leadership, directing matters to appropriate resources and ensuring timely follow-up.
-Identify matters requiring leadership attention and coordinate appropriate resolution with relevant stakeholders.
-Provide administrative support to the Dean's Executive Team, including preparation of agendas, meeting materials, minutes, records, and action-item tracking.
-Foster productive working relationships with stakeholders across the university and external community.
Process Improvement and Strategic Initiatives (10%)
Contribute to the continuous improvement of operations and support strategic initiatives that enhance organizational effectiveness.
Responsibilities include:
-Evaluate administrative processes and recommend improvements to increase efficiency, service quality, and operational effectiveness.
-Assist the with strategic projects, leadership initiatives, and special assignments.
-Support implementation of new processes, technologies, and best practices that strengthen departmental and college operations.
Other Work/Responsibilities:
Required Qualifications:
Excellent written and oral communication skills
Must possess a strong attention to detail and ability to manage time well
Demonstrated experience in handling confidential information with discretion
Ability to follow through on tasks to completion, holding all parties accountable to deadlines
Maintain a professional appearance & a service/ problem-solving orientation.
Ability to exercise diplomacy, tact, and judgment in interacting with a wide range of constituents
Ability to manage special projects and duties as assigned.
Preferred Qualifications:
Bachelors degree and 2 years prior experience in an academic administrative support role coordinating meetings, schedules, projects, and events.
Experience working both independently and as part of a close-working team in a fast-paced, executive-level setting requiring initiative, strong organization, flexibility, and the prioritization of multiple demands.
Experience with exercising judgment and discretion in establishing, interpreting, and applying a wide range of administrative policies and procedures
Experience establishing and maintaining effective working relationships with college and university personnel, government or other agency officials, and the general public
Experience with prioritizing requests in a fast-paced and demanding environment
Experience drafting and formatting standard office communications and a variety of other written materials
Proficient with Microsoft Office Suite or similar software, particularly Microsoft Word and Excel
Familiar with Google Calendar and PeopleSoft
Required license or certification:
n/a
Position Number: 48KB29
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.
