Executive Assistant

Position Information

General Information


Vacancy Open to
All Candidates


Employment Type
Permanent - Full-time


If time-limited, note appointment end date

Hours per week
40


Months per year
12


Position Number
002138


NC Salary Grade Equivalency
NC12


Classification Title
Executive Assistant


Working Title
Executive Assistant


Salary Range
$51,498 - $66,000


Anticipate Hiring Range
$51,498 - $64,373


FLSA Status
Non Exempt


Division
Academic Affairs


Department
College of Humanities & Earth and Social Sciences (Col)


Work Unit
Col of Hum & Earth and Social Sci


Work Schedule


7:30 am - 4:30 pm; Monday - Friday with occasional evening and weekend hours required, as necessary. This position is eligible for telework once the incumbent is onboarded and the supervisor's approval is obtained.

Primary Purpose of Position


The Executive Assistant in this market range exclusively supports an Administrator such as the Dean of a College, an Associate Vice Chancellor, an Associate Provost, or a Director. Executive Assistants may coordinate business functions of the unit that include personnel administration, office coordination, and budget monitoring or management.

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

• Manage information flow for various reports, briefings, and conferences. This includes RPT, TFPR, Special Faculty appointment renewals, Chair and Director annual evaluations, comprehensive Chair reviews, Teaching Professor nominations, and executive staff annual and comprehensive reviews.
• Provide executive calendar management for the Dean, and use sound judgment to schedule appointments without prior approval based on knowledge of the Dean's responsibilities and issues of importance.
• Coordinate internal and external meetings and events, including Administrative Council meetings, the annual retreat, Dean's Fall reception, Commencement receptions, and other ad hoc events.
• Provide accurate and timely information on forms and other requests within 48 hours of request or according to required format.
• Demonstrate a clear understanding of the programs, operational structure, and overall scope of the Dean's role. Some examples include RPT, TFPR, Chair Comprehensive reviews, Chair annual reviews, etc.
• Stay informed about organizational functions and staff assignments-both within and outside the Dean's Office-that influence the Dean's responsibilities, such as recruitment processes and internal or external events (including those in which he/she is invited to attend).
• Demonstrate familiarity with the rules, regulations, and laws affecting the organization, including college bylaws and governance-related policies, the college's operational structure, and applicable university-level policies and procedures.
• Demonstrate significant knowledge of the goals, priorities, and commitments of the Dean.
• Apply considerable knowledge of the culture and mission of the organization as a whole while maintaining confidentiality.
• Apply knowledge of strategic goals, organizational practices, and applicable policies, laws, rules, and regulations to support the organization's mission (e.g., research integrity processes and student information requests).
• Maintain awareness of internal and external constituents and organizations with whom the Dean's commitments must be coordinated, including the AA Office, college staff and faculty, Legal Affairs, Development, University Communications, Research and Economic Development, Business Affairs, Student Affairs, other colleges, the School of Data Science, and relevant community and professional organizations.
• Maintain a high level of professionalism in all interactions.
• Serve as a liaison, with delegated authority, between the Dean and subordinate units by relaying instructions and information and following commitments through to completion. Examples include RPT, TFPR, Comprehensive Chair reviews, Department Chair evaluation information, Special faculty appointments, etc.

Other Work Responsibilities

• Schedule the Dean's community and professional standing and ad hoc meetings.
• Staff appropriate college committees and task forces, including the College Review Committee.
• Make travel arrangements and process travel authorizations utilizing Concur.
• Process reimbursement requests not related to travel.
• Partner with (and) backup other office staff on various college processes and events, as needed.
• Utilize a variety of office equipment information systems (e.g., telephone, computer with standard or specialized software, fax, copier, etc.) to access, input, and verify standard information.
• Maintain the college's website. Review and update, as needed.
• Update organization charts; create and update office contact lists, and relevant Google groups and distribution lists.
• Other duties, as assigned.

Departmental Preferred Experience, Skills, Training/Education

• Experience working in Higher Education and providing executive-level administrative support is strongly desired.
• Experience managing a variety of complex tasks, including the management of the Dean's calendar.
• Familiarity with Microsoft Office and Google Suite software, and other university software and programs is preferred.
• Strong written and communication skills are essential.
• Problem-solving skills, the ability to multitask, and being a self-starter with a good work ethic are preferred.

Necessary Licenses or Certifications

Work Location
Fretwell 425C


Posting date
08/18/2026


Closing date
09/01/2026


Proposed Hire Date
10/12/2026


Contact Information

Special Notes to Applicants

• 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: