March 25, 2023 11:19 am CDT

Executive assistant

  • Anywhere

North Carolina State University

Posting Detailsn n Position Informationn n Posting Number PG193371TMn n Position Number 48TP83n n Position Type Temporaryn n Essential Job Dutiesn n The Executive Assistant’s (EA) primary responsibility is to provide executive support to the ( SAD ) and (SA) In this role, the EA will spend the majority of their time providing high level calendar and operational support. In addition to coordinating the administrative functions related to projects, this person will ensure that the assignments/requests/commitments of the executive they support are accurate, of high quality, and deadline driven. This person will also work closely with other School leaders and will be the liaison between the executive and University leaders and staff. This individual serves as a key liaison, communicating about, and helping to align work, and ensuring smooth exchange of information and coordination of schedules and priorities.n nThe person in this position must analyze and prioritize multiple pieces of often complex and confidential information to ensure an efficient workflow. This position requires the ability to manage complex schedules, including daily and multiple requests for appointments, meetings, and events. This individual must be skilled in anticipating when adjustments in schedules need to be made. There are often more scheduling requests than there are available slots, therefore this task requires sensitivity, judgement, and the ability to prioritize. This position requires the individual to make judgements regarding the prioritizing of calendar request with little input from the Executive. This person must provide deadline reminders for key tasks and project timelines and assist with guiding the Executive on timely matters. This person must have strong interpersonal skills, and be an effective communicator who places great importance on the team and the mission of the School.n nThe EA is responsible for management and triage of the SAD’s email. This person will be responsible for independent problem solving, answering questions, providing information, and acting on behalf of the Executives when appropriate. The EA must be able to work within a high functioning team and provide informational support to all team members.n nThey must have a thorough working knowledge of both the School’s on-going activities and the priorities of the SAD and SA in order to schedule appointments appropriately. This knowledge enables the Executive Assistant to make informed decisions relative to the SAD /SA calendars and serve as manager of the SAD /SA’s time. This position will screen requests for appointments to determine whether to schedule the appointment with the SAD /SA specifically, or another member of the staff. The Executive Assistant will respond on the SAD /SA’s behalf to routine requests and is required to exercise considerable judgment in deciding which requests should be referred elsewhere in the office, School or University, and what should be directed to the SAD or SA.n n Is Time Limited Non n If Yes, Appointment Lengthn n Department Informationn n Job City & State Chapel Hill, NCn n Departmentn n System Informationn n Classification Title Temporary-Clericaln n Working Title UTS- Executive Assistant at UNC CHn n Position Informationn n Requirements and Preferencesn n Work Schedule Monday – Friday, 8am-5pm Onsiten n Other Work/Responsibilitiesn n ADMINISTRATIVE / CLERICAL OFFICE SUPPORTn nThis position will greet guests as they arrive and provides general administrative support to the team, including meeting preparation, management of supplies, and facilities management. This position will set up and manage all travel related tasks for AD/SA, including booking flights, rentals, hotels, etc. and assist with other duties as assigned in the department. The incumbent will ensure effective management of the office and administrative operations. The position is proactive, anticipates future needs of the Office, and demonstrates responsiveness, and strong customer service. Also serves an important and visible role communicating with internal and external clients.n nSPECIAL PROJECTSn nThe SAD or SA will assign special projects to the Executive Assistant. These assignments may involve gathering and analyzing information for reports, researching/investigating a problem, and independently completing a project. Information for such projects is gathered from departments/programs within the School, University and other outside resources as dictated.n n Minimum Experience/Educationn n High School diploma and three years of progressively responsible administrative experience, preferably in an Executive Assistant capacity. (We want someone with this experience, no less in years). Preference: Bachelor’s degree from an appropriately accredited institution and three years of administrative experience.n n Department Required Skillsn n n Three or more years of experience supporting high level executives within a university setting is preferred.n n Highly competent and comfortable working with an Executive’s calendar that receives multiple meeting requests and can prioritize and recognize the urgency of meetings.n n Exceptional communication skills with a professional and caring demeanor, centered around service to others.n n Dedicated to high quality work outcomes and commitment to the management of processes.n n Skillful in organizing, planning and managing administrative tasks with autonomy.n n Multi-tasker and self-motivator who is comfortable working in a team environment, but also on their own when needed.n n Demonstrates skillful knowledge of software programs such as Word, Excel, PowerPoint, Teams, Outlook calendar and the internet.n n n Preferred Years Experience, Skills, Training, Educationn n Previous Executive Assistant experiencen n Required License Or Certificationn n N/An n Valid NC Driver’s License required? Non n Commercial Driver’s License Required? Non n Recruitmentn n Recruitment Detailsn n Anticipated Hiring Range $26.00 an hourn nRecruitment Datesn n Job Open Date 03/10/2023n nApplicant Informationn n Quick Link n AA/EEOn n 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.n nIf you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148.n nFinal 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.n nNC 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. n




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