Executive Assistant

The Executive Assistant serves as a strategic administrative partner within the Poole College of Management, providing comprehensive executive‑level support to the Assistant Dean of Finance and Administration and the Accounting (ACCT), Management (MGMT), and Management, Innovation and Entrepreneurship (MIE) departments. Reporting to the Assistant Dean of Finance and Administration, this position plays a critical role in ensuring the effective operation of academic and administrative functions through executive support, financial administration, event management, and stakeholder coordination. This position exercises a high degree of professionalism, discretion, initiative, and independent judgment while managing complex priorities, facilitating communications, coordinating high‑profile activities, and supporting business processes and strategic initiatives on behalf of college leadership. Responsibilities Executive and Administrative Operations (35%) Prepare and coordinate agendas, reports, presentations, correspondence, briefing materials, and other executive documents. Manage, prioritize, and respond to communications, inquiries, and requests from internal and external stakeholders. Track assignments, initiatives, and action items, ensuring timely follow‑up and completion. Develop and maintain schedules, timelines, and planning processes for recurring activities, projects, meetings, and reports. Anticipate administrative needs, identify potential issues, and recommend solutions to support leadership effectiveness. Maintain organized, accessible, and compliant records and files. Coordinate annual performance review processes for designated leadership and departmental direct reports. Event, Meeting, and Recruitment Management (25%) Coordinate faculty recruitment activities, including candidate visits, interview schedules, search committee logistics, and related communications. Plan and manage meetings, retreats, workshops, and special events, overseeing logistics such as venues, catering, travel, technology, contracts, parking, and guest services. Coordinate travel arrangements and related reimbursements for faculty and invited guests. Support executive meetings, leadership retreats, strategic initiatives, and special projects. Financial, Procurement, and Resource Administration (20%) Administer purchase card transactions, deposits, reimbursements, and financial recordkeeping for ACCT, MGMT, and MIE. Monitor and maintain financial documentation to ensure compliance with university policies, procedures, and audit requirements. Coordinate procurement activities, vendor relationships, and purchasing processes. Manage inventory and operational resources, ensuring timely availability of supplies, materials, parking permits, and event‑related needs. Support departmental budgeting and resource planning activities as assigned. Leadership and Stakeholder Support (10%) Respond to and coordinate inquiries on behalf of college leadership, directing matters to appropriate resources and ensuring timely follow‑up. Identify matters requiring leadership attention and coordinate appropriate resolution with relevant stakeholders. Provide administrative support to the Dean's Executive Team, including preparation of agendas, meeting materials, minutes, records, and action‑item tracking. Foster productive working relationships with stakeholders across the university and external community. Process Improvement and Strategic Initiatives (10%) Evaluate administrative processes and recommend improvements to increase efficiency, service quality, and operational effectiveness. Assist the with strategic projects, leadership initiatives, and special assignments. Support implementation of new processes, technologies, and best practices that strengthen departmental and college operations. Minimum Experience and 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. Department Required Skills Excellent written and oral communication skills Strong attention to detail and ability to manage time well Demonstrated experience in handling confidential information with discretion Ability to follow through on tasks to completion, holding all parties accountable to deadlines Maintain a professional appearance & a service/problem‑solving orientation Ability to exercise diplomacy, tact, and judgment in interacting with a wide range of constituents Ability to manage special projects and duties as assigned Preferred Experience, Skills, and Training Bachelor's degree and 2 years prior experience in an academic administrative support role coordinating meetings, schedules, projects, and events. Experience working both independently and as part of a close‑working team in a fast‑paced, executive‑level setting requiring initiative, strong organization, flexibility, and the prioritization of multiple demands. Experience with exercising judgment and discretion in establishing, interpreting, and applying a wide range of administrative policies and procedures. Experience establishing and maintaining effective working relationships with college and university personnel, government or other agency officials, and the general public. Experience with prioritizing requests in a fast‑paced and demanding environment. Experience drafting and formatting standard office communications and a variety of other written materials. Proficient with Microsoft Office Suite or similar software, particularly Microsoft Word and Excel. Familiar with Google Calendar and PeopleSoft. Work Schedule 40 hours; Monday – Friday from 8:00 a.m. – 5:00 p.m. (hybrid available post training). EEO Statement 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. Final 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. #J-18808-Ljbffr