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Executive Assistant
Job Description
Posting Number
PG192859SPInternal Recruitment
NoWorking Title
Executive AssistantAnticipated Hiring Range
$58,000 - $64,000Work Schedule
Monday - Friday; 8AM-5PM (Position may require occasional hours outside of the published work schedule)Job Location
Raleigh, NCDepartment
Dean's OfficeAbout the Department
The College of Natural Resources is proud of its history at NC State University, from our origins as a School of Forestry in 1929 to our position today as the go-to place for solutions to natural resource challenges. Our College offers comprehensive teaching, research and extension programs that focus on creating a healthy and sustainable world. Our cutting edge academic programs and interdisciplinary research position our graduates for success in our state, region, nation and around the world.
We partner with business, industry, government, and non-profits, serving both the state’s largest manufacturing industry (forest and wood products) and its largest service sector (tourism, including golf). Our three departments are: Forestry and Environmental Resources; Parks, Recreation and Tourism Management; and Forest Biomaterials. They are each nationally ranked and offer 10 bachelors, seven masters and four doctoral degrees.
We partner with business, industry, government, and non-profits, serving both the state’s largest manufacturing industry (forest and wood products) and its largest service sector (tourism, including golf). Our three departments are: Forestry and Environmental Resources; Parks, Recreation and Tourism Management; and Forest Biomaterials. They are each nationally ranked and offer 10 bachelors, seven masters and four doctoral degrees.
The Dean’s Office provides academic and administrative leadership and support to the College of Natural Resources, and represents the college within the university, as well as, to external constituencies outside of the university.
Essential Job Duties
The Executive Assistant to the Dean plays a critical role in the college by providing high-level administrative support directly to the Dean, contributing to the support of the Dean’s Executive Team, and representing the college as the primary interface with constituents across campus and external stakeholders.
The expectations for the Executive Assistant position are:
Coordinating, Planning and Organizing
- Manage the Dean’s schedule, exercising considerable independent judgment about multiple demands on the Dean’s time and coordinating planning with other leadership offices on campus. Prioritize issues and concerns by internal and external constituents; presenting them to the Dean based on priority. Take initiative to schedule regular meetings and events to allow for adequate preparation time. Monitor and resolve scheduling conflicts, and communicate the final schedule to the Dean;
- On behalf of the Dean, coordinate and/or lead special projects, meetings, and events as assigned. Meetings and events may be conducted in person or virtually. This may include drafting and sending reminders and logistical details for all attendees and/or special guests. In addition, this may involve oversight of purchases and reservations related to the meeting or event;
- Provide support to the Dean’s Executive Team; prepare agenda, communications, and minutes for Executive Team meetings. Keep records of the Executive Team’s activities and assignments. Provide appropriate follow-up to the Team to ensure assignments are completed in a timely manner;
- Generate and coordinate timelines and schedules necessary to provide adequate and timely planning, preparation, and accomplishment of scheduled tasks, events, and reports in the Dean’s Office;
- Manage travel arrangements, act as liaison to coordinate and confirm itineraries, and communicate the information to all necessary parties. Prepare and submit travel reimbursements on behalf of Dean;
- Monitor university and college award deadlines and ensure that processes are followed, materials are accurately prepared and deadlines are met.
Operational Management
- Serve as manager of the Dean’s Office, ensuring that all required business functions of the offices are covered. Suggest improvements to existing processes and procedures and take charge of implementing improvements as necessary;
- Assist internal and external constituents with inquiries and requests on behalf of the Dean. Identify issues requiring the Dean’s direct attention and re-direct others that can be addressed by others on their behalf. When appropriate, follow up with all responsible parties to ensure the resolution of inquiries. This includes reviewing documents for the Dean’s signature;
- Work with partners in the college and university to implement new and updated policies, regulations, and rules; along with mandates and guidelines;
- Provide backup support to the college Faculty Affairs Officer for the annual Reappointment, Promotion, and Tenure process for the college;
- Serve as the Records Retention/Disposition Officer for the college.
Communication – Written and Verbal
- Based on delegated authority, monitor emails that come to cnr_dean@ncsu.edu. This includes using details from these accounts to prioritize activities and schedule of the Dean;
- Draft letters and other communication for the Dean in a manner consistent with the tone and messaging of overall routine correspondence; independently prepare a wide range of documents. Edit and review documents before release from the Dean’s Office. Ensure University standards, guidelines, and branding are used in all documents requiring the Dean’s signature;
- Prepare material for meetings in a timely manner; conduct background research and compile necessary information;
- Draft and maintain standard operating procedures and/or rules relative to the Dean and/or college, based on a university mandate or an internal need. The development of these procedures may also include creating a form or survey and maintaining a spreadsheet to capture requests that need the Dean’s approval;
- Prepare reports and presentations, which include collecting pertinent information and materials, for timely submission on behalf of the Dean. Examples of this include the college’s annual report to the Provost’s Office and the annual report to the Chancellor;
- Collaborate with other universities Dean’s Executive Assistants, sharing information and working to solve problems as a group.
Other Responsibilities
Other duties as assigned.
Minimum Experience/Education
High School diploma or equivalency and three years of progressively responsible administrative/office management experience; or graduation with an associate’s degree in Secretarial Science, Business Administration, or a related discipline and one year of progressively responsible administrative/office management experience; or bachelor’s degree, preferably in Business Administration or a related discipline; or equivalent combination of training and experience.
All degrees must be received from appropriately accredited institutions.
All degrees must be received from appropriately accredited institutions.
Other Required Qualifications
• Excellent written and oral communication skills;
• Must possess strong attention to detail and the ability to manage time well;
• Demonstrated experience in handling confidential information with discretion;
• Maintain a professional appearance;
• Ability to exercise diplomacy, tact, and judgment in interacting with a wide range of constituents.
• Must possess strong attention to detail and the ability to manage time well;
• Demonstrated experience in handling confidential information with discretion;
• Maintain a professional appearance;
• Ability to exercise diplomacy, tact, and judgment in interacting with a wide range of constituents.
Preferred Qualifications
• Prior experience in an academic administrative support role coordinating meetings, schedules, projects, and events;
• Ability to exercise judgment and discretion in establishing, interpreting, and applying a wide range of administrative policies and procedures;
• Ability to work 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;
• Ability to establish and maintain effective working relationships with college and university personnel, government or other agency officials, and the general public;
• Ability to follow through on tasks to completion, holding all parties accountable to deadlines;
• 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;
• Proficient with Google Calendar and Google Suite;
• Experience setting up and hosting virtual meetings and events, including integrating visuals and presentations.
• Ability to exercise judgment and discretion in establishing, interpreting, and applying a wide range of administrative policies and procedures;
• Ability to work 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;
• Ability to establish and maintain effective working relationships with college and university personnel, government or other agency officials, and the general public;
• Ability to follow through on tasks to completion, holding all parties accountable to deadlines;
• 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;
• Proficient with Google Calendar and Google Suite;
• Experience setting up and hosting virtual meetings and events, including integrating visuals and presentations.
Required License or Certification
n/a
Valid NC Driver's License required
NoCommercial Driver's License Required?
NoJob Open Date
11/28/2022Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.)
11/07/2022Notice to Applicants
Please make sure that the work history you list on your application is identical to the work history listed on your resume. The application must be filled out completely, do not use the phrase “see resume.”
Special Instructions
1) Cover letter stating the motivation for the application
2) Resume
3) Contact information for three (3) professional references. (References will not be contacted without prior knowledge and approval of candidates.)
2) Resume
3) Contact information for three (3) professional references. (References will not be contacted without prior knowledge and approval of candidates.)
Position Number
00043001Position Type
SHRAPosition Classification Band Title
Executive AssistantPosition Classification Band Level
AdvancedPosition Classification Salary Range
$31,200 - $71,976Salary Grade Equivalency
GN12Alternate Option
If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Full Time Equivalent (FTE) (1.0 = 40 hours/week)
1.0Appointment
12 Month RecurringMandatory Designation - Adverse Weather
Non Mandatory - Adverse WeatherMandatory Designation - Emergency Events
Non Mandatory - Emergency EventTime Limited Position
NoIs this position partially or fully funded on ARRA stimulus monies?
NoDepartment Id
150101 - College of Natural ResourcesAA/EEO
NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at the Office of Institutional Equity and Diversity.
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.
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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