UTS- Temporary Executive Administrative Assistant

North Carolina State University • Raleigh, NC • 6h ago

Join the Pack! A community with nearly 8,000 faculty and staff, and 30,000 students. NC State is one of the largest employers in North Carolina, offering a large range of career opportunities. Visit us at https://jobs.hr.ncsu.edu/.

Department: 480502 - UHR UTS/UNC Partnership

Location: Raleigh, NC

Essential Job Duties:

This position assists senior executive leadership and the Director of Organizational Strategy by performing administrative work and serving as a management assistant. The division has various departments with a range of complex needs. The position serves as the liaison and/or coordinator between executive leadership and other university departments. The position exercises considerable independence, ensuring that administrative details are managed in accordance with executive objectives and work priorities. This position will maintain a high level of knowledge of division programs, activities, goals, priorities, and commitments, a high level of independence and accountability for speaking on behalf of executive leadership, and a high level of judgment and discretion concerning division operations. This individual is frequently called upon by directors and departmental administrators in the division to answer questions directed to leadership. The responsibilities of this position are to relieve executive leadership of as many matters as possible that do not demand personal attention.

Schedule meetings and manage executive calendars

Create a database to help manage data collection for various projects and events

Correspond in writing and verbally on behalf of executive leadership

Create an electronic division newsletter via Mailchimp platform and collect stories

Participate in divisional process improvement and procedure discussions

Implement new processes and reinforce existing processes in collaboration with other administrative assistants within the division

Collaborate effectively with campus business partners to assist in the planning and execution of events hosted by executive leadership, to include but not limited to catering orders, space reservations, coordination emails/phone calls, and guest confirmations

Develop communication and presentation materials per project needs

Handle electronic and physical files supporting division business

Keep records of reports and manage contacts for the division

Coordinate signature routing workflows for contracts

Other Work/Responsibilities:

Required Qualifications:

-Calendar Management, Scheduling

Event Planning

Document Preparation

Organization

Strong Communication

Attention to Detail

-Google Suite

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 PeopleSoft

Required license or certification:

n/a

Position Number: 48EC98

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.

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