Executive Assistant

Executive Assistant 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 independently, using discretion and judgment, to coordinate daily operations, executive priorities, and divisional initiatives. Key Duties and Responsibilities Manage the Vice Chancellor’s complex calendar, priorities, and daily workflow. Serve as executive gatekeeper, managing confidential communications and access to leadership. 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 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. 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 comply with university policies. Assist in coordinating 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 and service excellence. Assist with coordinating departmental procurement, supplies, facilities requests, and technology needs. Assist with onboarding processes and administrative support for personnel actions with Advancement leadership. Support implementation of operational processes and improvements to enhance workflow and productivity. Work closely with the Sr. Operations Manager to provide operational support as needed. Project & Event Coordination Collaborate and assist with tracking project timelines, monitoring deliverables, and ensuring 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 Primarily in‑office during standard business hours; flexibility required for 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. Applicant Requirements A criminal background check will be conducted on the selected candidate prior to offer of employment. Incomplete applications will not be considered. 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. Supplemental Questions Do you have experience serving as an Office Manager or Administrative Assistant to an Executive where you coordinated calendars, scheduled meetings, coordinated meeting logistics, processed reimbursements, greeted guests, and utilized technology (Word, Excel, PowerPoint, Banner, etc.)? If yes, please describe. How did you hear about this employment opportunity? Public Job Posting Internal Job Posting Agency Referral Advertisement/Publication Personal Referral Website Other Required Documents Resume Cover Letter Optional Documents Letter of Recommendation References List #J-18808-Ljbffr