Executive Assistant

Position Information

General Information


Vacancy Open to
UNC Charlotte Employees Only


Employment Type
Permanent - Full-time


If time-limited, note appointment end date

Hours per week
32


Months per year
12


Position Number
003997


NC Salary Grade Equivalency
NC12


Classification Title
Executive Assistant


Working Title
Executive Assistant


Salary Range
$41,198 - $52,800


Anticipate Hiring Range
$41,198 - $52,800


FLSA Status
Non Exempt


Division
Research


Department
Div of Research (Adm)


Work Unit
Div of Research VC Office


Work Schedule


Hours per week for this position will be 32. The work schedule will be coordinated with the Associate Vice Chancellor, with some flexibility.

Primary Purpose of Position


Provide executive-level professional administrative support to the Associate Vice Chancellor for the Division of Research.

Minimum Education/Experience


Required Minimum Qualifications:

Graduation from high school and three years of progressively responsible administrative/office management experience; or graduation from a two-year secretarial science or business administration program and one year of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field; or an equivalent combination of education and experience.

Note: Some state job postings state you can qualify by an 'equivalent combination of education and experience.' If that language appears above, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both.

Essential Job Duties

Essential Job Duties

• Provides executive-level professional administrative and project management support to the Associate Vice Chancellor for the Division of Research.
• Conserves Associate Vice Chancellor's time by reading, researching, and routing mail and correspondence appropriately for immediate action and/or triaging to appropriate staff for handling.
• Sets priorities to resolve complex, urgent, and sensitive issues within extremely demanding time frames; must be able to prioritize multiple requests based on judgment of importance; drafts letters, reports, and documents; prepares and edits correspondence, communications, presentations, and other documents.
• Files and retrieves documents and reference materials; manages a complex calendar of appointments for the Associate Vice Chancellor, prioritizing functions and appointments, ensuring that meetings, deadlines, and other duties of the Associate Vice Chancellor are met.
• Ability to coordinate, facilitate, and implement solutions with internal and external organizations and constituents with a professional demeanor.
• Independently researches, develops, and composes correspondence for the Associate Vice Chancellor for review and approval.
• Maintain a liaison with all levels of internal administration, faculty/staff, and students, and external public and media representatives.
• Strong communication skills, excellent telephone etiquette; tact, and good judgment in confidential situations.
• Manages all components of DR events with ultimate responsibility for excellent execution.
• Manages site visit logistics for external stakeholders to the Division of Research, including space, catering, transportation, and coordination.
• Analyzes and resolves unusual and novel situations based on significant knowledge of the Department's strategic priorities.
• Proficient in computer skills and in-depth knowledge of relevant software, such as MS Office Suite.
• Strong experience using Google Mail and Calendar for managing a complex schedule/calendar. Effective internet research skills; prepares agendas and reports. Develops/maintains skills in Salesforce database software for client management.
• Manages the full scope of Division Newsletter logistics, including coordination with department leadership to obtain information. Creates design, content, review, and dissemination of the newsletter monthly, ensuring accuracy of information.
• Develops and composes presentation materials for AVC and, in some cases, VC for the Division of Research for both internal and external commitments.

Other Work Responsibilities

Other Job Duties

• Demonstrates a high degree of professionalism, initiative, and independence in supporting the Associate Vice Chancellor across a variety of short- and longer-term initiatives and daily responsibilities.
• Uses initiative to manage a wide variety of administrative duties to meet the Associate Vice Chancellor's goals.
• Develops in-depth knowledge of the Associate Vice Chancellor's preferences and proactively manages calendar, organizes meetings and events, and oversees general office operations in coordination with the Executive Assistant to the Vice Chancellor.
• Proactively outlines steps for deliverables to the Associate Vice Chancellor in a timely fashion, i.e., calendar, travel logistics, meeting materials, or reports.
• Serves as a liaison between the Associate Vice Chancellor and university constituents and external partners.
• Independently researches, analyzes, and maintains a variety of information from internal and external sources and databases.
• Routinely gathers and evaluates information from external sources, including research news, media, and resource materials.
• Organizes and compiles information for internal and external events.
• Enhances the Associate Vice Chancellor's effectiveness by organizing and providing information support through problem-solving and project management skills.
• Exercises independent judgment, escalating serious or unique problems to high levels as appropriate.
• Coordinates and manages the daily schedule of the Associate Vice Chancellor.
• Assists the Associate Vice Chancellor in timely management of communications, written and via telephone, email, and voicemail, with a variety of constituents; develops and maintains an accurate and organized electronic filing system for documents.
• Conserves Associate Vice Chancellor's time by reading, researching, and routing correspondence appropriately; drafts letters and documents; collects and analyzes information for reporting needs; maintains and promotes professionalism in all communications (verbal and written); maintains confidentiality as required.
• Serves as back-up to the Executive Assistant to the Vice Chancellor, Division of Research, and works collaboratively to ensure cohesiveness and efficiency in operations.
• Other duties as assigned.

Departmental Preferred Experience, Skills, Training/Education

• Intermediate to advanced proficiency in MS Office (Excel, Word, PowerPoint) and Google Suite (Docs, Sheets, Slides)
• Direct experience with e-procurement platforms, including processing employee travel reimbursements and purchasing card reconciliation in a higher-ed setting
• Proven capability to manage project life cycles, track milestones, and maintain strict project timelines using management tools or methodologies
• Strong technical knowledge of standard business office practices, filing methods, operational workflows, and information management
• Knowledge of formal communication protocols, including drafting executive-level written correspondence and managing professional institutional communications

Necessary Licenses or Certifications

Work Location
Grigg Hall


Posting date
06/17/2026


Closing date
06/24/2026


Proposed Hire Date
07/01/2026


Contact Information

Special Notes to Applicants

• This position is for UNC Charlotte Permanent employees only. * Please do not apply for this position if you are not a current UNC Charlotte Permanent or Temporary employee. Your application will not be considered.
• The finalist will be subject to a Criminal Background Check and/or a Motor Vehicle Report
• The Search Committee will not contact references without first verifying permission with the finalist.
• Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions. Do not write 'see resume' on your application when completing the job duties section.
• UNC Charlotte Benefits Information: