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Executive Assistant
Job Description
Posting Number
PG192914SPInternal Recruitment
NoWorking Title
Executive AssistantAnticipated Hiring Range
$48,000 - $55,000Work Schedule
Monday-Friday, 8:00AM-5:00PM, with some occasional overtime required.Job Location
Raleigh, NCDepartment
Campus EnterprisesAbout the Department
NC State was named a great place to work in the 2022 Forbes annual survey as the best large employer in North Carolina. NC State embodies a culture that values collaboration, creativity, innovation, diversity, and teamwork. We provide a team-oriented culture, work/life balance, and work that makes a difference in our community, the state, and beyond. We also offer great benefits for SHRA permanent positions, including tuition reimbursement at any university in the UNC system, healthcare, vacation, holiday and sick leave, paid parental leave, retirement and more. You can even join the NC State Wellness and Recreation Center and receive discounted meals on campus.
Campus Enterprises is NC State University’s division of retail and hospitality organizations — NC State Dining, NC State Stores, Lonnie Poole Golf Course, NC State Student Centers (Witherspoon and Talley), and the One Card Office. Each department is dedicated to providing service excellence, value and enrichment of the student experience in support of academic success.
Campus Enterprises is NC State University’s division of retail and hospitality organizations — NC State Dining, NC State Stores, Lonnie Poole Golf Course, NC State Student Centers (Witherspoon and Talley), and the One Card Office. Each department is dedicated to providing service excellence, value and enrichment of the student experience in support of academic success.
Essential Job Duties
The Executive Assistant position serves as the liaison between the Associate Vice Chancellor and reporting units, university entities, and external contacts and organizations.
Responsibilities of the Executive Assistant position inlcude:
Must have excellent verbal and written communication skills;
Excellent organizational skills are essential as the ability to prioritize time and tasks to accomplish the workload effectively and efficiently;
Understanding and demonstrating appropriate protocol in all circumstances is critical to success; Functions as the “right hand” to the Assistant Vice Chancellor (AVC)
Compose annual reports, develop presentation materials, take minutes at meetings and distribute, and handle sensitive and confidential items with appropriateness
Must conduct research for the compilation of reports and oversee the administrative budget of the AVC and further support coordinating division budgetary affairs with department directors for the tracking of travel and other reimbursements;
Will collaborate in the drafting of marketing materials, particularly as relates to the public interaction of the AVC’s office;
Responsible for setting appointments, screening phone calls, and arranging travel for AVC and his direct reports as requested.
Train and supervises the Front Desk receptionist position;
Must exercise discretion in daily activities and maintain confidentiality in regard to all affairs of the AVC’s office and any other sensitive information related to the division and/or university at large.
Responsibilities of the Executive Assistant position inlcude:
Must have excellent verbal and written communication skills;
Excellent organizational skills are essential as the ability to prioritize time and tasks to accomplish the workload effectively and efficiently;
Understanding and demonstrating appropriate protocol in all circumstances is critical to success; Functions as the “right hand” to the Assistant Vice Chancellor (AVC)
Compose annual reports, develop presentation materials, take minutes at meetings and distribute, and handle sensitive and confidential items with appropriateness
Must conduct research for the compilation of reports and oversee the administrative budget of the AVC and further support coordinating division budgetary affairs with department directors for the tracking of travel and other reimbursements;
Will collaborate in the drafting of marketing materials, particularly as relates to the public interaction of the AVC’s office;
Responsible for setting appointments, screening phone calls, and arranging travel for AVC and his direct reports as requested.
Train and supervises the Front Desk receptionist position;
Must exercise discretion in daily activities and maintain confidentiality in regard to all affairs of the AVC’s office and any other sensitive information related to the division and/or university at large.
Other Responsibilities
- Work independently with little supervision and with minimal/general guidance;
- Model the Division’s mission and values, introduce the Division’s mission and values to the employees and foster a positive, cohesive workplace and congeniality among co-workers;
- Understand the goals and culture of the organization, and understand how employees’ work activities, teamwork, and customer service impact clients. Work with your supervisor and colleagues to understand these goals and the culture;
- Adhere to all University policies, procedures, and regulations, and Division standard operating practices and protocols.
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 verbal and written communication skills to effectively communicate with customers, peers, and supervisors; and professionally communicate with multiple levels of employees within the University..
- Excellent computer knowledge, especially Microsoft Office or Google Suite.
- Strong organizational and interpersonal skills.
- Ability to take minutes of meetings, supporting university advisory committee off campus.
- Ability to work independently while exhibiting professionalism and maintaining confidentiality.
Preferred Qualifications
- Graduation from high school and three years of progressively responsible administrative/office management experience; or graduation of a two-year secretarial science or business administration program and one year of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field; or an equivalent combination of training and experience.
- One (1) year of supervisory experience.
Required License or Certification
N/A
Valid NC Driver's License required
NoCommercial Driver's License Required?
NoJob Open Date
12/15/2022Earliest 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.)
12/22/2022Notice 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
In addition to your application please submit a resume, cover letter, and contact information for at least three professional references.
Position Number
00101667Position Type
SHRAPosition Classification Band Title
Executive AssistantPosition Classification Band Level
JourneyPosition Classification Salary Range
$31,200 - $71,976Salary Grade Equivalency
GN10Alternate 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
470101 - Campus EnterprisesAA/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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