Executive Assistant
Job Description
Posting Number
PG194382SPInternal Recruitment
NoWorking Title
Executive AssistantAnticipated Hiring Range
$55,000 - $60,000Work Schedule
Monday - Friday; 8:00 am - 5:00 pm and other hours as needed to fulfill the duties of this position; flexible work arrangement availableJob Location
Raleigh, NCDepartment
University Communications and MarketingAbout the Department
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
- 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
Minimum Experience/Education
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
Valid NC Driver's License required
YesCommercial Driver's License Required?
NoJob Open Date
12/06/2024Earliest 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.)
12/12/2013Notice to Applicants
Special Instructions
Position Number
00041588Position Type
SHRAPosition Classification Band Title
Executive AssistantPosition Classification Band Level
JourneyPosition Classification Salary Range
$ 37,306 - $ 86,062Salary Grade Equivalency
GN10Alternate Option
Full Time Equivalent (FTE) (1.0 = 40 hours/week)
1.0Appointment
12 Month RecurringMandatory Designation - Adverse Weather
Non Mandatory - Adverse WeatherMandatory Designation - Emergency Events
Mandatory - Medical EmergenciesTime Limited Position
NoTime-Limited Appointment Length (if applicable)
NoDepartment Id
081001 - University CommunicationsAA/EEO
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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