Executive Assistant

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Department: 261101 – Partnerships

Location: Raleigh, NC

Essential Job Duties:
The executive assistant for the Office of Partnerships performs administrative, operational, and financial duties for the office and often serves as the first point of contact for the office for internal and external contacts. The position requires strong interpersonal, communication, and organizational skills. The executive assistant reports to the associate vice chancellor of partnerships. The executive assistant also supports the assistant vice chancellor of partnerships and director of economic development.

The executive assistant performs the following primary duties:

• Serves as a primary first point of contact for the Office of Partnerships for contacts internal and external to the university.
• Serves as the office manager for the Office of Partnerships including assisting with general office needs, ordering suppliers, coordinating and supporting purchasing, interfacing with university information technology (IT) support, and other roles.
• Works closely with the business officer for External Affairs, Partnerships, and Economic Development (EAPED) to provide primary support of financial administration for the Office of Partnerships including financial and budget administration, budget reporting, assisting with financial and budget projects, and administrating purchasing card use among the team.
• Prepares, plans, and schedules meetings among internal and/or external participants including focus on room reservations, print and digital communication, preparing agenda, hospitality planning and reservations and implementation; manage calendars for the positions this role supports directly.
• Coordinates travel arrangements including authorizations and reimbursements.
• Supports utilization of the team customer relationship management (CRM) software.
• Supports print and digital communications including social media.

Other Work/Responsibilities:

• In addition to the core responsibilities of this role, there may be occasional opportunities to take on additional duties. This offers an opportunity to build on your skills, explore new areas, and gain a deeper understanding of the department’s operations.

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.

Required Qualifications:
Superior interpersonal, oral, and written communication skills with the ability to handle situations with good judgement, tact, and discretion.

Ability to form and maintain relationships with a wide range of individuals.

Demonstrated ability to work effectively at a highly professional level, interacting with senior administration and executives.

Professional demeanor, judgment, and discretion.

Excellent attention to detail with strong planning and organizational skills.

Computer skills, including competency with email, internet browsers, and Microsoft Office (Word, Excel).

Office management skills such as managing and scheduling travel, and organizing events and meetings.

Familiarity with budgeting/bookkeeping/financials.

Preferred Qualifications:

• Office management skills such as managing and scheduling travel, and organizing events and meetings.
• Familiarity with budgeting/bookkeeping/financials.
• Proven experience providing high-level administrative support to senior executives.
• Experience in event planning and collaborating with senior corporate executives, university leadership, and strategic partners.
• Familiarity with NCSU policies and procedures.

Required license or certification:

• N/A

Position Number: 00044614

AA/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 919-513-0574 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 (919) 515-2135 or workatncstate@ncsu.edu.

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.

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