Executive Assistant

at  North Carolina State University

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.

OTHER REQUIRED QUALIFICATIONS

• Experience in an administrative support, office management, or similar role.
• Proficient in Microsoft Office (Word, Excel, and PowerPoint) and Google or similar software.
• Experience with calendaring management and scheduling.
• Experience with scheduling travel and processing reimbursements.
• Good judgment and ability to use discretion when handling sensitive and confidential information.
• Ability to work independently.
• Strong attention to detail.
• Excellent verbal and written communication skills.
• Ability to consistently demonstrate a professional demeanor.
• Strong organizational skills with the ability to effectively manage multiple priorities simultaneously.
• Ability to resolve conflicts in an efficient, customer service oriented manner.

PREFERRED QUALIFICATIONS

n/a

ESSENTIAL JOB DUTIES

The Executive Assistant position serves as the Department Head’s office’s primary gatekeeper and communication hub. This position serves as the principal administrative and individualized support to the Department Head and Department Faculty. The position will receive and direct inquiries to the appropriate staff while providing administrative support to the Department Head, the Department Head Equivalent, and the Director of Finance and Administration and faculty as requested. Work ranges from office support assignments to administrative duties involving decision-making and judgment. Public contact is a major component of the position, both internal and external to the organization.

Responsibilities for this position include, but are not limited to the following:

• Support priorities and deadlines for the Department Head to facilitate completion of work assignments. Maintain/update the Department Head’s calendar and schedule meetings for the department head.
• The incumbent must possess an in-depth understanding of the Department’s strategic mission and internal policies and Standard Operating procedures (SOPs) as they will be responsible for gathering information and data from a wide variety of sources and summarizing for various modes of communication.
• Update the faculty individual report template as needed and annually distribute to faculty. Collects and reviews reports in preparation for the department head’s evaluation. Coordinates annual review meetings with 80+ faculty before the university’s deadline.
• Assisting faculty with the formatting, compilation, editing, and overall preparation of their dossier for the Reappointment, Promotion, and Tenure (RPT) process.
• Coordinate adjunct faculty nominations and appointments.
• Independently plan departmental events and meetings, such as the NEDAC Committee meetings, Senior Design Presentation, potential faculty interviews, other departmental celebrations, and farewell/retirement receptions.
• Assist with logistics in weekly Graduate seminars – making travel plans for guest speakers, arranging for refreshments and beverages, etc.
• Coordinate and arrange travel for the Department Head, and guests of the Department including processing travel reimbursements
• Coordinate and arrange departmental meetings such as faculty meetings and other committee meetings
• Assist with the Reappointment, Promotion, and Tenure (RPT) processes in the department
• Assist with scheduling faculty candidate interviews including travel and travel reimbursements
• Coordinate and manage communication efforts for the Department Head including presentations, key notes, and speeches

OTHER RESPONSIBILITIES

• The Executive Assistant to the Head is part of the administrative support team of the department and may help other areas within the department while a priority is always given to supporting the department head;
• May act as back-up for Business Manager in submitting J1 Visa requests for foreign visitors.
• Back-up for Department’s main office – assisting faculty/students, visitors and staff
• Back-up P-card reconciler, submit market Place Orders, vouchers as needed
• Assist with the update of internal office policies and procedures to best practice;
• Work with chairs of search committees to schedule meetings with Department Head, Dean, and other faculty members as needed;
• Perform other duties as assigned by the supervisor.
  Qualifications