Executive Assistant Job at North Carolina State University in Raleigh

North Carolina State University was founded in 1887 with the purpose of creating economic, societal and intellectual prosperity for the people of North Carolina. Today NC State is the largest university in North Carolina, with more than 37,000 high-performing students, 9,000 preeminent faculty and staff and 260,000 alumni. NC State is a research-extensive university known for its leadership in science, technology, engineering and mathematics. We're also at the forefront of teaching and research in agriculture, business, design, education, humanities and social sciences, natural resources, textiles and veterinary medicine. NC State is consistently named as one of the best values in higher education, and many of our programs are ranked at the top of their respective disciplines. We take a great deal of pride in our collaborative, supportive and collegial team culture. All staff are provided opportunities for training and professional development, with an eye to personalized career growth.

University Communications and Marketing is NC State's dedicated communications agency. Our team provides leadership, strategy, services and support to advance the NC State brand and help the university achieve its core mission. We work to promote local, national and worldwide visibility for the university and its students, faculty and staff. The office is committed to informing the public and the university community about NC State's innovative, diverse learning environment, its world-leading scholarship and research, and its unswerving dedication to improving lives by finding practical solutions to real-world problems.

Essential Job Duties

The Executive Assistant provides high-level administrative support to the Chief Communications and Marketing Officer (CCMO) and serves as the key administrative contact and coordinator for the University Communications and Marketing (UCOMM) unit. This position involves managing complex calendars, coordinating projects, and acting as the primary administrative contact for UCOMM, ensuring seamless operations and proactive resolution of challenges. The Executive Assistant must anticipate the needs of the CCMO, aligning support with their priorities while maintaining strict confidentiality, professionalism, and independent judgment. The successful candidate will be expected to develop and maintain a thorough understanding of NC State University's policies, procedures, and organizational structure. This knowledge is essential for effectively communicating and collaborating with stakeholders across campus. This position will work closely with university communicators and leadership personnel across the university.

Key Duties and Responsibilities:

* Calendar and Scheduling Management:

* Manage the calendar for the CCMO (Chief Communications and Marketing Officer) interacting with staff, media, marketing reps, and others.

* Manage UCOMM (University Communications) calendar.

* Administrative Support:

* Compose and manage correspondence, reports, presentations, and social media on behalf of the CCMO.

* Serve as the primary contact for external and interdepartmental communications on behalf of the CCMO.

* Administer follow-up actions and communications for the CCMO and their direct reports.

* Provide summaries and manage action items from meetings or official functions.

* Assist in the creation and management of PowerPoint presentations, collaborating closely with the University Communications (UCOMM) team.

* Assist vendors and campus partners with questions related to the brand, UCOMM goals and procedures.

* Business Operations and Office Management:

* Partner with university administrative staff and departments to ensure seamless operations.

* Coordinate departmental workflows, resource management, and effective communication.

* Serve as a Holladay Hall building liaison for maintenance and service requests.

* Coordinate with University Communications and University Advancement Finance and Business Offices on HR and finance functions.

* Validate and process travel authorizations and reimbursements for CCMO and senior leadership.

* Assist with departmental p-card usage and expenditures, and process financial transactions such as vouchers, journal entries, and IDTs.

* Assist with budget monitoring and management.

* Team Collaboration and Onboarding:

* Collaborate with the UCOMM Business Office team to maintain adherence to standard operating procedures and provide excellent customer service.

* Partner with University Advancement and others to facilitate onboarding for new employees.

* Special Projects and Other Responsibilities:

* Manage special projects and initiatives as assigned by the CCMO.

* Perform additional duties as assigned to support departmental leadership and operations.

Other Responsibilities

In addition to the core responsibilities of this role, there may be occasional opportunities to take on additional duties, as directed by the Executive Director. This offers an opportunity to build on your skills, explore new areas, and gain a deeper understanding of the department's operations.

Qualifications

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

* Exceptional oral and written communication skills.

* Ability to work in a fast-paced, complex, team-oriented environment

* Demonstrated project management and organizational skills with a strong attention to detail and deadlines

* Strong interpersonal, verbal communication, and teamwork skills.

* Ability to proactively manage complex calendars to make decisions and work independently

* Proficiency in MS Office, Google Suite, or other email programs and database management systems.

* Knowledge of applicable policies, procedures, and information systems to communicate and process information.

* Ability to manage multiple fast-paced projects simultaneously.

* Professionalism and judgment, ability to work with a wide variety of people.

* Demonstrated commitment to outstanding customer service.

* Ability to understand and interpret policy and procedures and take appropriate action.

* Understanding of financial reporting and budget management.

Preferred Qualifications

* Bachelor's degree in a related discipline

* Previous progressively responsible administrative experience.

* Knowledge of project managing tools, WordPress, or other content management systems.

* Experience working in a complex non-profit organization, preferably in higher education.

* An understanding of the land grant, research Tier One university environment

Required License or Certification

A valid North Carolina Driver's License is required within 60 days of start date. Must be maintained as a condition of employment.

Valid NC Driver's License required Yes Commercial Driver's License Required? No