Executive Assistant

Executive Assistant

Along with your completed application, please include a resume and cover letter.

The Administrative Strategist & Executive Liaison serves as the primary strategic and administrative partner to the Hospital Administrator and the senior leadership team. This is a high-level role designed for a professional who thrives on coordinating hospital governance, managing complex operational projects, and exercising independent judgment to align administrative activities with our clinical and academic mission.

Key Responsibilities

• Executive Support & Strategic Coordination
• Priority Management: Independently manages the Hospital Administrator's complex calendar, identifying and resolving scheduling conflicts to ensure dedicated time for high-priority projects and hospital-wide initiatives.
• Governance Leadership: Manages the lifecycle of Hospital Board and committee meetings, including agenda development, preparation of executive briefing packets, and the synthesis of minutes into actionable task lists.
• Administrative Operations: Oversees the implementation and maintenance of Hospital Standard Operating Procedures (SOPs). Manages organizational charts and ensures the administrative on-call schedule and visitor profiles are accurately maintained.
• Communications & External Relations
• External Liaison: Acts as the primary point of contact for external agencies, CVM dignitaries, and potential donors; leads facility tours and ensures a professional representation of the Hospital.
• Conflict Resolution: Investigates sensitive client complaints by analyzing case data and evidence. Formulates recommendations for leadership and drafts formal correspondence to resolve disputes and maintain hospital reputation.
• Executive Correspondence: Reviews and edits all outward-facing correspondence from the Administrator's office for content accuracy, professional tone, and clarity.
• Operational Analysis & Project Management
• Reporting & Analytics: Drafts ad hoc reports for external regulatory or accrediting agencies. Aggregates data to monitor daily animal census and proactively alerts leadership to volume shifts.
• Project Oversight: Coordinates project-based meetings for hospital-wide initiatives, tracking progress against action plans and summarizing outcomes for ad hoc problem-solving committees.
• Risk & Compliance: Organizes and maintains incident report logs and records. Prepares summaries for safety committees and Hospital Board meetings to support institutional risk management.
• Specialized Programs & Systems
• Technology SME: Serves as the Hospital Subject Matter Expert for technology implementations, coordinating hardware/software orders and setup needs for clinical and administrative services.
• Systems Support: Assists hospital supervisors in resolving timekeeping exceptions or errors, such as missed punches or overlapping shifts, to ensure operational accuracy.
• Scholarship Administration: Oversees the Tiffany Ramsey CE hospital scholarship program, including applicant data collection and the final selection process.

Knowledge, Skills, and Abilities

• Advanced Coordination: Ability to navigate complex organizational structures and manage multiple competing priorities with minimal supervision.
• Professional Diplomacy: High level of emotional intelligence and discretion when handling confidential information and sensitive client interactions.
• Technical Proficiency: Mastery of hospital-related technology systems and office productivity software.
• Analytical Writing: Demonstrated ability to draft complex reports and executive-level correspondence with an emphasis on precision and grammar.
• Physical Requirements: Ability to lead walking tours of the hospital facility for donors and dignitaries. General office environment requirements (sitting, standing, and computer use).

Other Responsibilities - Other duties as assigned by Supervisor.

Qualifications

Minimum Experience/Education - High School diploma or equivalency and three years of progressively responsible administrative/office management experience; or graduation with an 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 Qualifications - Healthcare or Academic Medical Experience: Minimum of 35 years of progressive administrative experience within a veterinary hospital, human medical center, or academic research institution. Proven Conflict Resolution & Advocacy: Demonstrated success in investigating complex client or patient complaints, with the ability to synthesize evidence and draft sophisticated, empathetic formal resolutions. Executive Governance & Board Support: Extensive experience supporting a Hospital Board or senior leadership committees, including the ability to translate high-level discussions into actionable project plans and professional briefing packets. Technical Systems Leadership: Prior experience serving as a Subject Matter Expert (SME) for the implementation of Hospital Information Systems (HIS). Advanced Professional Communication: Exceptional editing and writing skills with a proven ability to produce executive-level reports and correspondence for high-profile stakeholders, including university dignitaries and donors.

Required License or Certification - N/A

Valid NC Driver's License required - No

Commercial Driver's License Required? - No

Recruitment Dates and Special Instructions

Job Open Date - 04/13/2026

Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.) - 04/17/2026

Notice to Applicants - Please note that the work history on your resume must also be included in your application.

Special Instructions - Along with your completed application, please include a resume and cover letter.

Position Details

Position Number - 00065334

Position Type - SHRA

Position Classification Band Title - Executive Assistant

Position Classification Band Level - Journey

Position Classification Salary Range - $ 37,306 - $ 86,062

Salary Grade Equivalency - NC12

Alternate Option - If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

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

Appointment - 12 Month Recurring

Mandatory Designation - Adverse Weather - Mandatory - Adverse Weather

Mandatory Designation - Emergency Events - Mandatory - Medical Emergencies

Time Limited Position - No

Time-Limited Appointment Length (if applicable)

Department Id - 192001 - CVM Teaching Hospital

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 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.

North Carolina State University