Executive Assistant

Executive AssistantAlong with your completed application, please include as attachments a cover letter, resume, and contact information for at least three professional references.Are you an organized, proactive professional who thrives in a fast-paced executive environment? Do you enjoy solving complex problems, managing competing priorities, and helping leaders operate at their best? If so, we invite you to join the NC State University Facilities Division as our next Executive Assistant. This is far more than a traditional administrative role. As the Executive Assistant to the Associate Vice Chancellor for Facilities, you will serve as a trusted advisor, strategic partner, and central point of coordination for executive operations. You'll work closely with university leadership, directors, campus partners, and external stakeholders while helping advance initiatives that support one of the nation's leading public universities. If you are energized by meaningful work, enjoy collaborating with leaders, and take pride in creating organization out of complexity, we'd love to hear from you. Apply today and bring your organizational expertise, professionalism, and leadership to a role where your work will make a lasting impact across the university.Key responsibilities and duties include but are not limited to:Partner with executive leadership by serving as the primary advisor and administrative liaison to the Associate Vice Chancellor, managing executive priorities, anticipating needs, and exercising sound judgment while handling sensitive and confidential matters.Coordinate executive operations by managing complex calendars, scheduling meetings, arranging travel, monitoring correspondence, coordinating signature workflows, and ensuring executive priorities remain on track.Lead strategic projects and special initiatives by researching issues, gathering information, evaluating options, coordinating stakeholders, tracking progress, and helping implement process improvements across the division.Develop executive communications by preparing correspondence, presentations, reports, briefing materials, speeches, agendas, meeting minutes, and recommendations that support informed decision-making and strategic leadership.Build collaborative relationships by serving as a primary point of contact for university leadership, campus partners, external organizations, governing bodies, and members of the public while providing exceptional customer service and professional representation of the AVC's Office.Plan and coordinate executive events including leadership meetings, retreats, Board of Trustees activities, executive searches, conferences, workshops, and other division-wide initiatives.Manage information and records by maintaining confidential files, executive dashboards, project tracking systems, databases, correspondence, and historical records in accordance with university policies.Support fiscal and operational administration by monitoring budgets, tracking expenditures, coordinating procurement and travel activities, preparing financial reports, and partnering with Business Operations to ensure compliance with university policies.Enhance division communications by coordinating the Facilities electronic newsletter, assisting with website updates, and supporting communications that keep employees informed and engaged.Other duties as assigned.Minimum Education and Experience - High school diploma or equivalency and three years of progressively responsible administrative or office management experience OR Associate degree in Secretarial Science, Business Administration, or a related discipline and one year of progressively responsible administrative or office management experience OR Bachelor's degree, preferably in Business Administration or a related discipline OR An equivalent combination of education, training, and experience. All degrees must be received from appropriately accredited institutions.Other Required Qualifications - Knowledge of executive office operations, administrative practices, records management, university operations, and organizational governance. Proficiency with Microsoft Office Suite, Google Workspace, Zoom, and the ability to quickly learn and effectively use university systems and technology. Strong organizational, analytical, and problem-solving skills with the ability to manage competing priorities, complex projects, deadlines, and attention to detail. Exceptional written and verbal communication skills with the ability to prepare executive correspondence, reports, presentations, briefings, and communicate effectively with varied stakeholders. Ability to interpret policies, analyze complex information, anticipate needs, recommend solutions, and coordinate initiatives across organizational areas. Demonstrated professionalism, discretion, and sound judgment when handling confidential information and supporting executive leadership in a fast-paced environment.Preferred Qualifications - Experience providing high-level administrative support to senior executives, such as vice chancellors, associate vice chancellors, deans, chief executives, or comparable leaders. Proven ability to independently manage high-priority assignments, exercise sound judgment, and maintain confidentiality in support of executive operations. Experience researching, analyzing, and preparing executive correspondence, briefings, reports, presentations, and decision-support materials. Experience coordinating complex calendars, meetings, strategic initiatives, events, and projects involving varied stakeholders. Experience working in a large, complex organization, preferably higher education or government, with knowledge of governance structures, administrative processes, and executive operations.Required License(s) or Certification(s) - A valid driver's license is required. A North Carolina driver's license must be obtained within 60 days of hire and maintained.Valid NC Driver's License required - YesCommercial Driver's License required - NoNC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact View phone number on click.appcast.io to speak with a representative of the Office of Equal Opportunity. If you have general questions about the application process, you may contact Human Resources at View phone number on click.appcast.io or View email address on click.appcast.io. 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.