Executive Assistant

About the Department The Department of Civil, Construction, and Environmental Engineering offers undergraduate degrees in Civil Engineering, Construction Engineering, and Environmental Engineering. Graduate programs are offered with specialties in Computing and Systems, Construction Engineering, Water Resources, Coastal and Environmental Engineering, Structural Engineering and Mechanics, Transportation Systems and Materials, Geotechnical / Geoenvironmental Engineering, and Mechanics and Materials. With 60 faculty, more than 800 undergraduate students, and more than 200 graduate students, NC State University’s Department of Civil, Construction and Environmental Engineering (CCEE) is one of the largest departments in the country and more importantly, one of the best. In 2026, our Environmental Engineering and Civil Engineering degrees were ranked at 14th and 19th, respectively. At the graduate level we offer the traditional Master’s and Ph.D. degrees with the opportunity to specialize in a wide range of topics in civil, construction, and environmental engineering. We also are a leader in distance education. Students can earn a Master of Civil or Environmental Engineering degree without ever setting foot on campus. Our research programs and facilities are world class. CCEE encourages active collaboration and cross-disciplinary activities and has a strong commitment to innovative research. The department partners with industry and government to conduct research at the cutting edge of science and technology. Our laboratories contain a variety of special equipment for research in construction materials, construction engineering, coastal processes, environmental engineering, hydraulics, soils, structures and mechanics, and transportation systems. Further information on the department can be found at Wolfpack Perks and Benefits As a Pack member, you belong here , and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone. What We Offer Medical, Dental, and Vision Flexible Spending Account Retirement Programs Disability Plans Life Insurance Accident Plan Paid Time Off and Other Leave Programs 12 Holidays Each Year Tuition and Academic Assistance And so much more! Attain Work-life balance with our Childcare benefits, Wellness & Recreation Membership , and Wellness Programs that aim to build a thriving wolfpack community. Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered. Essential Job Duties The Executive Assistant (EA) to the Head of Civil, Construction, and Environmental Engineering provides high-level administrative and operational support to the Department Head in leading the Department of Civil, Construction, and Environmental Engineering, which includes approximately 60 faculty members and associated instructional, research, and administrative infrastructure. The position serves as a key partner to the Department Head in managing faculty processes, communications, scheduling, departmental operations, and external engagement. The Executive Assistant is expected to exercise sound judgment, maintain confidentiality, anticipate needs and deadlines, and develop efficient systems for managing the Department Head’s responsibilities. Key Responsibilities Include Faculty reappointment, promotion, and tenure processes. Coordinate the administration of faculty reappointment, promotion, and tenure (RPT) reviews. Responsibilities include maintaining timelines and ensuring deadlines are met; coordinating requests for external evaluation letters; organizing peer evaluations of teaching; scheduling meetings of the Department Voting Faculty (DVF); administering and documenting DVF votes; and managing required materials and documentation in NC State’s Faculty Excellence Portal. Executive correspondence and communications. Prepare first drafts of important correspondence for the Department Head’s review, including letters of recommendation and support, donor acknowledgment and thank-you letters, selected email correspondence, speeches, presentations, and other communications requiring the Department Head’s voice and attention. Assist with proofreading, formatting, and finalizing high-priority communications, including Power Point presentations. Email and workflow management. Assist the Department Head in organizing and managing a high volume of email and ensuring that important requests, commitments, and action items are identified, tracked, and addressed in a timely manner. Develop and maintain a sustainable email-management and follow-up system, including appropriate integration of AI-enabled tools to improve efficiency while maintaining confidentiality and appropriate information security. Calendar and schedule management. Manage the Department Head’s calendar, including scheduling and coordinating meetings, resolving scheduling conflicts, protecting time for high-priority activities, and anticipating preparation and follow-up needs associated with meetings and events. Professional travel. Coordinate the Department Head’s professional travel, including transportation, lodging, registration, itineraries, required approvals, and other travel-related logistics and documentation. Faculty recruitment. Provide administrative and logistical support for faculty searches. Responsibilities include coordinating candidate interview schedules and itineraries; organizing candidate application materials for review by the DVF; scheduling candidate meetings and presentations; communicating with candidates and internal participants; and administering and documenting DVF votes on candidates. Faculty meetings and departmental events. Coordinate regular and special faculty meetings, including scheduling, room and technology arrangements, agenda development in consultation with the Department Head, preparation and distribution of materials, and tracking of follow-up items and decisions. Departmental space and facilities. Support the Department Head in planning and decision-making related to departmental space and physical facilities. Maintain relevant records and information, coordinate requests and communications with College and University offices, and assist with tracking space assignments, renovations, moves, and other facilities-related activities. Departmental technology resources. Coordinate and maintain departmental shared technology resources, including loaner laptops, audiovisual equipment, and related assets. Maintain appropriate inventory and checkout systems and coordinate maintenance, replacement, and support as needed. Executive and departmental coordination. Maintain systems for tracking important deadlines, commitments, and follow-up actions involving the Department Head. Help identify matters requiring the Department Head’s attention, gather relevant background information, and coordinate with faculty, staff, College and University offices, alumni, donors, and external partners as appropriate. Because the Executive Assistant works closely with the Department Head on sensitive personnel, faculty, and departmental matters, the position requires a high degree of discretion, professionalism, organization, attention to detail, initiative, and sound judgment. Other Responsibilities Other duties as assigned. 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 Experience supporting senior executives, department heads, or other organizational leaders in a complex administrative environment. Demonstrated ability to coordinate high-level administrative processes involving multiple stakeholders, competing deadlines, and confidential information. Experience preparing executive correspondence, presentations, reports, or other professional communications on behalf of senior leadership. Proficiency with calendar management, travel coordination, meeting logistics, and office productivity tools used to support executive operations and workflow management. Experience coordinating faculty, academic, or committee processes within a higher education environment, including managing documentation, meeting logistics, or workflow tracking. 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 10/29/2026 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.) Notice to Applicants Please note that the work history on your resume must also be included in your application. Special Instructions This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for current or future sponsorship. Position Details Position Number 00044225 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 Full Time Equivalent (FTE) (1.0 = 40 hours/week) 1.0 Appointment 12 Month Recurring Mandatory Designation - Adverse Weather Non Mandatory - Adverse Weather Mandatory Designation - Emergency Events Non Mandatory - Emergency Event Time Limited Position No Time-Limited Appointment Length (if applicable) Department Id 140301 - Civil Construction & Environmental Engineering 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. 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 NC State College of Engineering