Executive Assistant - Journey

Job Details

Position Number: 942336

Full Time or Part Time: Full Time

Job Category: Staff - Office/Clerical

Organizational Unit Overview

ECU Libraries is a branch of Academic Affairs and reports through the Provost/ Vice-Chancellor for Academic Affairs. ECU Libraries serves East Carolina University faculty, students, staff and visitors by offering library research and services to support the research, instruction and service goals of the University. ECU Libraries is comprised of Joyner Library on ECU’s main campus, Laupus Library on ECU’s health sciences campus, and the Music Library, located in the Fletcher Music building.

Job Duties

The Executive Assistant to the University Librarian provides advanced administrative, operational, and executive-level support to the University Librarian and the ECU Libraries Administrative Office. This position serves as a key liaison among library leadership, university offices, faculty, staff, and external organizations. The role requires a high degree of professionalism, discretion, independent judgment, and knowledge of university and state policies and procedures.

Essential Duties and Responsibilities

Executive and Administrative Support – 35%

• Manage, prioritize, and maintain the University Librarian’s calendar, including scheduling meetings, coordinating logistics, and resolving scheduling conflicts.
• Prepare agendas, reports, presentations, briefing materials, and handouts for meetings and committees.
• Attend meetings and committees as directed; record, prepare, and distribute meeting minutes; track action items; and provide status updates.

Communication, Policy Interpretation, and Decision-Making – 20%

• Serve as the primary point of contact for the ECU Libraries Administrative Office.
• Respond to inquiries and provide guidance regarding library, university, and state policies and procedures.

Administrative Office Operations – 40%

• Manage the Libraries Administration office space, including submitting work orders for cleaning and maintenance and maintaining a professional, welcoming front office environment.
• Draft and distribute internal and external communications on behalf of library administration.

Professional Development and Other Duties – 5%

Participate in required training and ongoing professional development.

Minimum Education/Experience

High school diploma or equivalency and three years of progressively responsible administrative/office management experience; or Associate 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 Experience, Skills, Training/Education

• Experience providing executive-level administrative support to senior leadership, preferably within higher education or a public-sector environment, is preferred.
• Demonstrated knowledge of and experience interpreting and applying university, state, or institutional policies and procedures.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Microsoft Teams.