UTS- Temporary Executive Assistant at NC State University

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.

Major Responsibilities

Executive and Administrative Operations (35%)
Provide proactive executive support to the Assistant Dean of Finance and Administration and departmental leadership to ensure efficient operations and effective execution of priorities.

Responsibilities include:
-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%)
Lead the planning and execution of meetings, events, faculty recruitment activities, and special engagements that advance the college's academic, administrative, and strategic objectives.

Responsibilities include:
-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%)
Manage departmental financial and procurement processes in accordance with university policies, procedures, and sound business practices.

Responsibilities include:
-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%)
Serve as a key liaison between college leadership, faculty, staff, students, university offices, and external partners to facilitate communication, collaboration, and issue resolution.

Responsibilities include:
-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%)
Contribute to the continuous improvement of operations and support strategic initiatives that enhance organizational effectiveness.

Responsibilities include:
-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.

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:

Attain Work-life balance with our Childcare discounts, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community.

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.

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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.