Executive Assistant
Job Description
Posting Number
PG194412SPInternal Recruitment
NoWorking Title
Executive AssistantAnticipated Hiring Range
$62,000 - $67,000Work Schedule
Monday-Friday, 8:30 am - 4:30 pm (Hybrid schedule available)Job Location
Raleigh, NCDepartment
Belk Center for Community College Leadership and ResearchAbout the Department
About the Belk Center
Create. Convene. Catalyze. The Belk Center was created to support North Carolina’s 58 community colleges through practice-based research, leadership development and dynamic collaboration with national and state-level postsecondary stakeholders. Building upon the pioneering work of W. Dallas Herring and Ed Boone, we have strengthened our efforts to support all 58 colleges in the North Carolina Community College System by developing a national model and a pipeline of talented N.C. community college leaders – ultimately strengthening North Carolina’s economic vitality.
In recent years, like many other states across the country, North Carolina has been challenged with a leadership shortage in the community college system. But, thanks to generous funding from the John M. Belk Endowment, the Belk Center for Community College Leadership and Research will continue to serve North Carolina’s community colleges by creating tools, convening leaders, and catalyzing social and economic mobility for learners – creating stronger, more resilient communities.
About the NC State College of Education
As one of the nation’s top-ranked public colleges of education, NC State’s College of Education leads the way in North Carolina in preparing extraordinary educators, conducting transformational research, and engaging communities where they are to improve the educational outcomes of all learners and advance the greater good.
The college’s faculty are widely recognized thought leaders who use their research to transform the practice of teaching, learning, and leading. They have particular strengths in improving technology-enhanced learning and teaching; fostering community-based learning and PK-16 partnerships; and innovating leadership and workforce development, educational policy, and evaluation. About two-thirds of the faculty are grant-active. They are engaged in over 160 active projects totaling more than $115 million with a three-year average of $26 million in grants awarded, making them the most productive in terms of research activity compared with other colleges of education in North Carolina and among the Top 5% in the nation. In FY22, the college’s research expenditures exceeded $15.9 million.
The college has over 1,800 students studying across five graduate certificates, seven undergraduate majors, two undergraduate minors, 13 master’s degrees, three Ph.D., and two Ed.D. programs housed in three academic departments: Educational Leadership, Policy, and Human Development; Science, Technology, Engineering, and Mathematics Education; and Teacher Education and Learning Sciences, with approximately 130 tenure-track and professional-track faculty, 110 support and professional staff, and about 160 graduate and teaching assistants. The College of Education is also home to the Belk Center for Community College Leadership and Research and the Friday Institute for Educational Innovation.
The college has over 17,000 living alumni, with over 5,000 working in public schools in North Carolina. Those who are teachers rate the highest in effectiveness on surveys of school employers in North Carolina.
NC State promotes an integrated approach to problem-solving that transforms lives and provides leadership for social, economic, and technological development across North Carolina and around the world. NC State’s land grant mission of teaching, research, and service is dedicated to the service of North Carolina and its people. Applicants are encouraged to review the institution’s mission, vision, and strategic plan, and consider how their background, interest, and experience would enable them to support the university.
Essential Job Duties
The Executive Assistant provides a broad range of high-level, administrative management and direct support of the activities of the center’s Executive Director. The position is responsible for communication with the center’s internal and external affiliates, to include community college presidents, campus community administrators, members of various boards, current and prospective NCSU students, alumni, faculty, staff, and other center affiliates.
The Executive Assistant is an integral part of the Belk Center, who provides critical assistance in multiples areas that support the Executive Director strategically and with agility
The Executive Assistant position requires a proactive, detail-oriented professional capable of managing a wide range of tasks with discretion, efficiency, and excellent organization. The ideal candidate will excel at handling confidential information, coordinating schedules, calendaring, preparing reports, and working independently, all while maintaining a professional and approachable demeanor and promoting a culture of service excellence, collaboration, and engagement within the Belk Center.
Executive Support
Executive Support
- Partners with the executive director in building and maintaining relationships with external stakeholders
- Create and manage technological processes to increase efficiencies in the executive director’s calendar, workflow and organizational knowledge
- Prepare and review documents, presentations, and reports for internal and external meetings
- Gather and compile required data for projects and presentations for the executive director and the Belk Center, and conduct necessary research in preparation for meetings, workshops, programs
- Provide complex and confidential project management under the direction of the executive director
- Respond on behalf of the executive director to inquiries as necessary
- Manage travel arrangements, PCard purchases, special orders, purchases, and other related financial transactions requested by the executive director
Executive Calendaring and Records Management
- Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to the executive director
- Organize and maintain the executive director’s files and records, both physical and digital, ensuring confidentiality, accessibility, and efficiency
- Maintain a record of meeting/retreat minutes, findings, and actions to ensure and maintain continuity of operations
Communication and Coordination
- Draft, proofread, and edit correspondence and other documents on behalf of the executive director
- Coordinate internal and external communication between the executive director, in collaboration with the director of communications, to include developing content for presentations/speeches and utilizing resources to communicate to with center staff, campus affiliates, and other stakeholders
- Serve as a liaison for the executive director, coordinating communications between program leads, center staff, campus departments, and/or external affiliates
- Organize and facilitate internal and external meetings as needed, including preparing agendas, and following up on action items
Center Project Assistance/Office and Administrative Management
- Coordinate tasks and work closely with Belk Center staff to ensure timely completion associated with special projects assigned by the executive director
- Assist in overseeing general office operations and ensure a healthy, well-functioning work environment
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.
All degrees must be received from appropriately accredited institutions.
Other Required Qualifications
- Experience in executive-level support, preferably in an academic / higher education environment
- Exceptional organizational and multitasking skills, with a proven ability to prioritize and adapt to shifting deadlines
- Handle multiple projects and conflicting priorities efficiently, appropriately, and productively
- Ability to manage assignments without prompting, maintain productivity in both quantity and quality of work, and appropriately plan, organize and prioritize work
- Ability to handle sensitive and confidential information with professional discretion
- Ability to maintain collegial relationships with individuals at all levels within the university, UNC System Office and Community College System Office, community college constituents, partners, and other affiliates, in order to encourage effective interactions with the Belk Center
- Ability to communicate and work effectively as a team member
- Ability to independently contribute ideas and process improvements
Preferred Qualifications
- Knowledge of NC State University practices, programs, processes; or related knowledge and experience with other universities or higher-education institutions
- High-level experience with traditional office software such as MS Word, Excel, PowerPoint; Google, and related software
- High-level experience with calendaring systems, preferably Gmail and Google Calendar, CRM software, AI, and other multi-functioning calendaring systems
- Familiarity and experience with budget and expenditure tracking as it relates to activities of the executive director
Required License or Certification
N/A
Valid NC Driver's License required
NoCommercial Driver's License Required?
NoJob Open Date
01/08/2025Earliest 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.)
01/14/2025Special Instructions
In addition to your application please submit a resume, cover letter, and the contact information for three professional references.
Please make sure that the work history listed on your application is identical to the work history listed on your resume.
Please make sure that the work history listed on your application is identical to the work history listed on your resume.
Position Number
00107197Position Type
SHRAPosition Classification Band Title
Executive AssistantPosition Classification Band Level
JourneyPosition Classification Salary Range
$ 37,306 - $ 86,062Salary Grade Equivalency
GN10Alternate Option
If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Full Time Equivalent (FTE) (1.0 = 40 hours/week)
1.00 FTEAppointment
12 Month RecurringMandatory Designation - Adverse Weather
Non Mandatory - Adverse WeatherMandatory Designation - Emergency Events
Non Mandatory - Emergency EventTime Limited Position
NoDepartment Id
134001 - Belk Center for Community College Leadership and ResearchAA/EEO
NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at 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.
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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