Executive Assistant

Position Summary 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 with a high degree of independence, discretion, and judgment, serving as a strategic partner to the Vice Chancellor while ensuring effective coordination of daily operations, executive priorities, and divisional initiatives. Executive Leadership Support Manage the Vice Chancellor's complex calendar, priorities, and daily workflow, ensuring strategic use of time. Serve as executive gatekeeper, managing confidential communications and access to leadership with professionalism and discretion. 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 a 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. Operational & Financial Coordination Support coordination of divisional financial processes, including procurement card and travel reconciliation. Assist with tracking expenditures and ensuring transactions are processed in accordance with university policies and procedures. Assist in the coordination of 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, organization, and service excellence. Assist with coordinating departmental procurement, supplies, facilities requests, and technology needs. Assist with onboarding processes and administrative support related to 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 This position is primarily scheduled in‑office during standard business hours; however, flexibility is required, including 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. 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. #J-18808-Ljbffr