Executive Assistant, ORI

Posting Details

Posting Information


Posting Number
PG194697EP


Internal Recruitment
No


Working Title
Executive Assistant, ORI


Anticipated Hiring Range
$70,000 - $80,000


Work Schedule
Monday-Friday 8:00am-5:00pm (Hybrid flexible work arrangement possible)


Job Location
Raleigh, NC


Department
Office of Research & Innovation (ORI)


About the Department


The Office of Research and Innovation supports the research, scholarship and creative activities of the NC State community by promoting collaborative research and an innovative environment. We're a dynamic organization for a dynamic institution. As part of a preeminent research university, we encourage the curious and creative to think and do the extraordinary. From securing funding to commercializing research and from cultivating collaboration to educating on best practices, we provide support every step of the way.

Wolfpack Perks and Benefits


As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone.

What we offer:

• Medical , Dental , and Vision
• Flexible Spending Account
• Retirement Programs
• Disability Plans
• Life Insurance
• Accident Plan
• Paid Time Off and Other Leave Programs
• 12 Holidays Each Year
• Tuition and Academic Assistance
• And so much more!

Attain Work-life balance with our Childcare benefits, Wellness & Recreation Membership , and Wellness Programs that aim to build a thriving wolfpack community.

Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.

Essential Job Duties


The Executive Assistant delivers advanced, confidential executive support to the Vice Chancellor for Research and Innovation. Serving as the primary point of contact for the Vice Chancellor's Office, the position oversees complex administrative functions, executive scheduling, event planning, communications, and stakeholder coordination across the university and with external partners. Reporting directly to the Vice Chancellor, the role exercises significant independence in managing executive-office operations, anticipating needs, and ensuring continuity of activities that enable the Vice Chancellor to focus on strategic leadership. This position plays a critical role in maintaining the efficiency, responsiveness, and professionalism of the Vice Chancellor's Office.

Essential Duties and Responsibilities:

Executive Operations & Administrative Management

• Manages the Vice Chancellor's complex calendar, including scheduling, prioritizing, and coordinating high-level meetings, briefings, and events.
• Serves as the primary administrative point of contact for internal and external stakeholders, ensuring timely and accurate communication on behalf of the Vice Chancellor.
• Prepares, edits, and routes executive correspondence, briefings, reports, and documentation requiring Vice Chancellor review or signature.
• Maintains confidential files, records, and communications with discretion and sound judgment.
• Serves as Leave Administrator for the Vice Chancellor, approving leave requests for the Vice Chancellor's direct reports and ensuring the Vice Chancellor's calendar accurately reflects scheduled leave.
• Serves as Travel Administrator for the Vice Chancellor, approving travel approval and reimbursement requests for the Vice Chancellor's direct reports, specifically reviewing for errors or irregularities and appropriateness of business travel per the NC State travel manual.

Event Planning & Executive Engagements

• Plans, organizes, and executes events hosted by the Vice Chancellor, coordinating all logistical components including scheduling, venue and room reservations, catering and technology support, preparation of materials, guest communications and invitations, alignment of the Vice Chancellor's calendar, and day-of event logistics.
• Manage and triage the centralized Vice Chancellor for Research and Innovation (VCRI) attendance request process, acting as the sole owner of the primary intake inbox to ensure all incoming inquiries, event requests, and documents are screened for completeness and accuracy and responses to each are returned in a timely fashion.

Communications & Stakeholder Coordination

• Drafts, edits, and distributes executive communications, announcements, and meeting materials.
• Coordinates with university leadership, faculty, staff, and external partners to support Vice Chancellor initiatives and commitments.
• Tracks and follows up on action items, ensuring timely completion and alignment with executive priorities.
• Performs additional administrative and operational responsibilities as assigned to ensure continuity and effectiveness of executive-office functions.

Financial Administration & Documentation Coordination

• Coordinates with the ISSC Director to route and track documentation originating from the Vice Chancellor's Office that supports financial, payroll, or funding processes.
• Monitors and reconciles purchasing card transactions, travel reimbursements, and other financial documentation requiring Vice Chancellor review.
• Assists with budget-related scheduling, documentation preparation, and coordination of materials for executive-level financial planning.

Other Responsibilities


Other duties as assigned.

Qualifications


Minimum Education and Experience

• Bachelor's degree; or an equivalent combination of training and experience.
• Demonstrated experience providing administrative or executive-level support in a complex organization.

Other Required Qualifications

• Ability to exercise discretion, maintain confidentiality, and use sound judgment in sensitive situations.
• Strong organizational and time-management skills with the ability to manage multiple priorities in a fast-paced environment.
• Demonstrated ability to work independently, anticipate needs, and take appropriate action without direct supervision.
• Excellent written and verbal communication skills.
• Proficiency with standard office productivity and scheduling software (e.g., Outlook, Word, Excel, Teams).
• Demonstrated technical systems proficiency, including pulling and summarizing reports, creating polls or surveys, and supporting virtual and hybrid meeting platforms (e.g., Zoom, Teams).

Preferred Qualifications

• Experience supporting senior leadership in higher education, government, or a similarly complex environment.
• Experience with university financial systems, travel processes, or documentation workflows.
• Experience planning and executing executive-level events.

Required License(s) or Certification(s)


N/A

Valid NC Driver's License required
No


Commercial Driver's License required
No

Recruitment Dates and Special Instructions


Job Open Date
06/08/2026


Anticipated Close Date
Open Until Filled


Special Instructions to Applicants


In addition to your application, please submit a resume/CV, cover letter, and the contact information for at least three (3) professional references.

Position Details


Position Number
00041492


Position Type
EPS/SAAO


Full Time Equivalent (FTE) (1.0 = 40 hours/week)
1.0


Appointment
12 Month Recurring


Mandatory Designation - Adverse Weather
Non Mandatory - Adverse Weather


Mandatory Designation - Emergency Events
Non Mandatory - Emergency Event


Department ID
060101 - Office of Research & Innovation (ORI)


EEO


NC 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.