Executive Assistant

Job Title Executive Assistant – Joint School of Nanoscience and Nanoengineering (JSNN) Position Summary The Executive Assistant provides comprehensive administrative and program support to the Dean of JSNN and plays a key role in event planning, travel arrangements, calendar management, communications, and data organization. This role requires effective public interaction, discretion, and the ability to exercise judgment and decision‑making in a fast‑paced environment. Minimum Qualifications High school diploma (or equivalency) with at least 3 years of progressively responsible administrative/office management experience, Associate degree in Secretarial Science, Business Administration, or related field with at least 1 year of progressively responsible administrative/office management experience, Bachelor’s degree (preferred in Business Administration or related field) with equivalent combination of training and experience. All degrees must be from appropriately accredited institutions. Preferred Qualifications Bachelor’s degree in Business Administration, Communication, English, or other relevant field; demonstrated project‑management experience. Proven history of managing projects through all phases of development. Ability to tailor communications concisely and accurately to dynamic audiences with little notice. Strong oral and written communication skills with a range of constituents. Advanced Excel skills – comfortable with formulas, charts, and data synthesis. Proficiency in building PowerPoint presentations. Key Responsibilities Coordinate internal and external events, including meetings, seminars, and conference participation. Perform administrative tasks such as data entry, document preparation, and filing. Maintain positive relationships with internal and external constituents through timely and professional communication. Arrange travel and assemble travel packets for seminar speakers, conference attendees, and other personnel. Assist the University Program Manager with special projects as assigned. Maintain an organized filing system for efficient use by the team. Manage calendar scheduling for the Dean, book meeting spaces, parking, and other logistics for events. Assist with poster printing, manage breakroom supplies, and oversee general office needs. Pull reports, organize data in Excel, Word, PowerPoint, and other reporting tools for the Dean’s office. Maintain attendance records for the JSNN Weekly Seminar and other events. Handle logistics for meetings including scheduling, invitations, RSVPs, agendas, catering, room set‑up, and material preparation. Maintain rosters and contacts for the Dean, e.g., JSNN Advisory Board. Prepare PowerPoint materials as needed for meetings and events. Compensations Recruitment Range: $57,000 – $58,000 per year. Work Hours Monday – Friday, 8:00 AM – 5:00 PM. Workplace Dean’s Office – North Carolina State Department 13201. Additional Competencies Interpersonal Skills: Screen calls and visitors; serve as liaison between dean and subordinate units; communicate with judgment and discretion. Program Knowledge: Knowledge of dean’s goals, priorities, and organizational structure; awareness of stakeholders and external partners. Problem Solving: Analyze and resolve unusual situations with independent judgment; coordinate solutions with internal and external organizations. Planning and Organizing: Use judgment to modify schedules; attend meetings to prioritize issues; develop agendas; track pending items. Written Communication: Research, develop, and draft letters, memos, and reports to convey decisions and agenda items. Information Administration: Manage paper and electronic files; research information to support recommendations. Budgeting: Administer budget aspects, provide recommendations on fund usage. #J-18808-Ljbffr Inside Higher Ed