Executive Assistant

Executive Assistant


Please see Special Instructions for more details.
Our agency supports second-chance employment for individuals who were previously incarcerated, or justice-involved. We invite all potential applicants to apply for positions for Which they may be qualified.

Please Note:
* A criminal background check will be conducted on the candidate finalist prior to the offer of employment.
* If it is determined that no applicants meet the minimum competency, education, and experience requirements, then management may consider other applicants.
* Salary will be determined based on competencies, equity, budget, and market considerations.
* Resumes will not be accepted in lieu of completing an electronic application. The application must be completed in full detail (including work history) for your qualifications to be considered.
* Failure to complete the application completely may result in you not being considered for the vacant position.
* Your application for the position will not be completed until you receive an online confirmation number at the end of the process of applying for a position.
* If you have general questions about the application process, you may contact Human Resources at View email address on click.appcast.io . Individuals with disabilities requiring disability-related accommodation in the application and interview process, please call View phone number on click.appcast.io.

Position Details

Classification Information
Position Classification Title
Executive Assistant

FLSA
Non-Exempt

Position Class
10433

Position Overview
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Join the Ramily!

Winston-Salem State University (WSSU) is a distinguished institution that combines academic excellence, community engagement, and a commitment to fostering student success. We are proud to be North Carolina's only university to earn the distinguished designation of Opportunity College by the Carnegie Classifications of Higher Education and the American Council on Education (ACE). WSSU is dedicated to preparing students for leadership roles through rigorous programs in health sciences, business, education, and the humanities. Known for its supportive environment, the university fosters a close-knit community that nurtures both professional and academic excellence.

Situated in Winston-Salem, North Carolina-known as the city of Arts and innovation, WSSU provides students with opportunities to engage in a dynamic mix of professional, social, and cultural experiences. Winston-Salem is home to thriving arts, healthcare, and technology sectors, offering both students and faculty unique collaboration opportunities and professional development pathways.

With its beautiful campus, strong sense of community, and dedication to fostering personal and professional growth, Winston-Salem State University is an ideal place to teach, work, and learn.

Position Summary
The Executive Assistant provides advanced executive-level administrative and operational support to the Vice Chancellor for University Advancement at Winston-Salem State University. This position operates with a high degree of independence, discretion, and judgment, serving as a strategic partner to the Vice Chancellor while ensuring the effective coordination of daily operations, executive priorities, and divisional initiatives.

The role supports key functional areas including fundraising, donor relations, alumni engagement, and high-visibility university events. The position also supports operational coordination and financial processes in compliance with the University of North Carolina System, State of North Carolina, and institutional policies.

Key Duties and Responsibilities

Executive Leadership Support

• Manage the Vice Chancellor's complex calendar, priorities, and daily workflow, ensuring strategic use of time.
• Serve as executive gatekeeper, managing confidential communications and access to leadership with professionalism and discretion.
• Prepare agendas, briefing materials, presentations, reports, and executive correspondence.
• Coordinate meetings, donor engagements, and leadership interactions, ensuring seamless logistics and follow-up.
• Arrange and manage extensive travel, including itineraries, accommodations, transportation, and reconciliation.
• Serve as a primary liaison between the Vice Chancellor, Chancellor's Office, senior leadership, donors, and external stakeholders.
• Support special projects and strategic initiatives aligned with University Advancement goals.

Operational & Financial Coordination

• Support coordination of divisional financial processes, including procurement card and travel reconciliation, in collaboration with senior operations staff.
• Assist with tracking expenditures and ensuring transactions are processed in accordance with university policies and procedures.
• Assist in the coordination of documentation related to contracts, purchase orders, and vendor payments as needed.
• Maintain organized records and documentation to support operational and compliance requirements.

Office Operations & Administrative Support

• Support day-to-day operations of the University Advancement office, ensuring efficiency, organization, and service excellence.
• Assist with coordinating departmental procurement, supplies, facilities requests, and technology needs.
• Assist with onboarding processes and administrative support related to personnel actions with Advancement leadership.
• Support implementation of operational processes and improvements to enhance workflow and productivity.
• Work closely with Sr. Operations Manager to provide operational support as needed.

Project & Event Coordination

• Collaborate and assist with tracking project timelines, monitor deliverables, and ensure timely completion of Advancement initiatives.
• Assist with coordination of logistics for donor meetings, division-wide events, and high-profile university engagements involving the Vice Chancellor.
• Support planning and execution of advancement-related and presidential-level events, ensuring alignment with institutional priorities.
• Utilize project management tools to support coordination, communication, and accountability across initiatives.

Work Schedule and Availability This position is primarily scheduled in-office during standard business hours; however, flexibility is required, including occasional evenings and weekends, to support executive leadership, donor engagement, travel coordination, and high-visibility university events.

Minimum Education and Experience Bachelor's degree or an equivalent combination of education and progressively responsible administrative experience. Demonstrated experience providing executive-level administrative support in a complex organization. Preferred Qualifications

• Experience in higher education, preferably within University Advancement or related functions
• Experience supporting financial processes and administrative operations
• Familiarity with UNC System policies, procedures, and administrative practices

Knowledge, Skills, and Abilities

• Exceptional organizational, project management, and communication skills
• Ability to exercise sound judgment and discretion with highly confidential information
• Capacity to manage multiple priorities independently in a fast-paced environment
• Strong interpersonal skills with the ability to engage diverse stakeholders
• Proficiency in Microsoft Office Suite and collaborative/project management platforms
• Demonstrated ability to support process improvement and operational efficiency

Primary Function of Organizational Unit
The Division of University Advancement drives the philanthropic efforts that support Winston-Salem State University's strategic plan, vision, mission, and strategic goals. This unit designs and delivers the strategic building blocks of the university's comprehensive advancement strategy that ensures the financial sustainability of WSSU. Working in concert with the WSSU Foundation, the Division of University Advancement provides strategic leadership that ensures the successful identification, cultivation, solicitation, and stewardship of individuals and organizations with the potential to significantly contribute to the University's continued philanthropic success. The Division of University Advancement fosters relationships with WSSU alumni, WSSU students, faculty and staff, community partners, corporations and foundations, and other internal and external stakeholders to generate financial resources that support students' educational and professional experiences. The Division works strategically to encourage constituent groups to share their time, talent, and treasure to accomplish the institution's mission of preparing its students to complete their degrees in a timely manner and depart the institution to impact their respective communities positively.

Position Information
Position Number
700801

Competency Level
Contributing

Working Position Title
Executive Assistant

Building and Room No.
Blair Hall, Suite 311

Work Hours: From [time] to [time] on [days] of [week]
8:00am to 5:00pm (occasional evenings and weekends)

Hours per week
40

Months per year
12

Appointment Type
Permanent Full-Time

If Time Limited.
No

Appointment Length.

DHR Assigned Fields
FTE
1

Requirements and Preferences
Position required to work during periods of adverse weather or other emergencies
Not Mandatory

Position required to work On-Call/Emergency Callback
No

Minimum Experience/Education
High school diploma or equivalency and three years of progressively responsible administrative/office management experience; or Associate's degree in secretarial science, business administration, or a related discipline and one year of progressively responsible administrative/office management experience; or Bachelor's degree, preferably in business administration or a related discipline; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Preferred Years Experience, Skills, Training, Education

• Bachelor's degree or an equivalent combination of education and progressively responsible administrative experience.
• Demonstrated experience providing executive-level administrative support in a complex organization.
• Experience in higher education, preferably within University Advancement or related functions
• Experience supporting financial processes and administrative operations
• Familiarity with UNC System policies, procedures, and administrative practices

Required License or Certification

Valid US Driver's License
No

Commercial Driver's License Required
No

Physical Required
No

List any other medical/drug tests required

Posting Details

Posting Details
Posting Number
SPA01039P

Internal Posting Only
No

Time Limited Position
No

Appointment Length

State Salary Range
$37,306.00 - $86,062.00

Internal Salary Range
$37,306.00 - $55,000

Open Date
06/25/2026

Close Date
07/10/2026

Open Until Filled
No

Special Instructions Summary
Our agency supports second-chance employment for individuals who were previously incarcerated, or justice-involved. We invite all potential applicants to apply for positions for Which they may be qualified.

Please Note:
* A criminal background check will be conducted on the candidate finalist prior to the offer of employment.
* If it is determined that no applicants meet the minimum competency, education, and experience requirements, then management may consider other applicants.
* Salary will be determined based on competencies, equity, budget, and market considerations.
* Resumes will not be accepted in lieu of completing an electronic application. The application must be completed in full detail (including work history) for your qualifications to be considered.
* Failure to complete the application completely may result in you not being considered for the vacant position.
* Your application for the position will not be completed until you receive an online confirmation number at the end of the process of applying for a position.
* If you have general questions about the application process, you may contact Human Resources at View email address on click.appcast.io . Individuals with disabilities requiring disability-related accommodation in the application and interview process, please call View phone number on click.appcast.io.

Key Responsibilities and Related Competencies

Key Responsibilities and Related Competencies
Competency
Planning and Organizing Work

Describe the specific job duties related to this competency

Executive Leadership Support

• Manage the Vice Chancellor's complex calendar, priorities, and daily workflow, ensuring strategic use of time.
• Serve as executive gatekeeper, managing confidential communications and access to leadership with professionalism and discretion.
• Prepare agendas, briefing materials, presentations, reports, and executive correspondence.
• Coordinate meetings, donor engagements, and leadership interactions, ensuring seamless logistics and follow-up.
• Arrange and manage extensive travel, including itineraries, accommodations, transportation, and reconciliation.
• Serve as a primary liaison between the Vice Chancellor, Chancellor's Office, senior leadership, donors, and external stakeholders.
• Support special projects and strategic initiatives aligned with University Advancement goals.

Percentage Of Time
40

Competency
Coordination - Operations

Describe the specific job duties related to this competency

Office Operations & Administrative Support

• Support day-to-day operations of the University Advancement office, ensuring efficiency, organization, and service excellence.
• Assist with coordinating departmental procurement, supplies, facilities requests, and technology needs.
• Assist with onboarding processes and administrative support related to personnel actions with Advancement leadership.
• Support implementation of operational processes and improvements to enhance workflow and productivity.
• Work closely with Sr. Operations Manager to provide operational support as needed.

Percentage Of Time
20

Competency
Program / Project Administration

Describe the specific job duties related to this competency

Project & Event Coordination

• Collaborate and assist with tracking project timelines, monitor deliverables, and ensure timely completion of Advancement initiatives.
• Assist with coordination of logistics for donor meetings, division-wide events, and high-profile university engagements involving the Vice Chancellor.
• Support planning and execution of advancement-related and presidential-level events, ensuring alignment with institutional priorities.
• Utilize project management tools to support coordination, communication, and accountability across initiatives.

Percentage Of Time
20

Competency
Financial Management - Budget

Describe the specific job duties related to this competency


Operational & Financial Coordination

• Support coordination of divisional financial processes, including procurement card and travel reconciliation, in collaboration with senior operations staff.
• Assist with tracking expenditures and ensuring transactions are processed in accordance with university policies and procedures.
• Assist in the coordination of documentation related to contracts, purchase orders, and vendor payments as needed.
• Maintain organized records and documentation to support operational and compliance requirements.

Percentage Of Time
20

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. Do you have experience serving as an Office Manager or Administrative Assistant to an Executive where you were responsible for coordinating calendars, scheduling meetings, coordinating meeting logistics, processing reimbursements, greeting guests, and utilizing various technology (Word, Excel, PowerPoint, Banner, etc.)? If yes, please describe.
   
   

   (Open Ended Question)

2. How did you hear about this employment opportunity?
   • Public Job Posting
   • Internal Job Posting
   • Agency Referral
   • Advertisement/Publication
   • Personal Referral
   • Website
   • Other
   
   
   
   
   

Applicant Document



Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation 1
2. References List