Executive Assistant, ORI

Essential Job Duties

The Executive Assistant delivers advanced, confidential executive support to the Vice Chancellor for Research and Innovation. Serving as the primary point of contact for the Vice Chancellor's Office, the position oversees complex administrative functions, executive scheduling, event planning, communications, and stakeholder coordination across the university and with external partners. Reporting directly to the Vice Chancellor, the role exercises significant independence in managing executive-office operations, anticipating needs, and ensuring continuity of activities that enable the Vice Chancellor to focus on strategic leadership. This position plays a critical role in maintaining the efficiency, responsiveness, and professionalism of the Vice Chancellor's Office.

Executive Operations & Administrative Management

• Manages the Vice Chancellor's complex calendar, including scheduling, prioritizing, and coordinating high-level meetings, briefings, and events.
• Serves as the primary administrative point of contact for internal and external stakeholders, ensuring timely and accurate communication on behalf of the Vice Chancellor.
• Prepares, edits, and routes executive correspondence, briefings, reports, and documentation requiring Vice Chancellor review or signature.
• Maintains confidential files, records, and communications with discretion and sound judgment.
• Serves as Leave Administrator for the Vice Chancellor, approving leave requests for the Vice Chancellor's direct reports and ensuring the Vice Chancellor's calendar accurately reflects scheduled leave.
• Serves as Travel Administrator for the Vice Chancellor, approving travel approval and reimbursement requests for the Vice Chancellor's direct reports, specifically reviewing for errors or irregularities and appropriateness of business travel per the NC State travel manual.

Event Planning & Executive Engagements

• Plans, organizes, and executes events hosted by the Vice Chancellor, coordinating all logistical components including scheduling, venue and room reservations, catering and technology support, preparation of materials, guest communications and invitations, alignment of the Vice Chancellor's calendar, and day-of event logistics.
• Manage and triage the centralized Vice Chancellor for Research and Innovation (VCRI) attendance request process, acting as the sole owner of the primary intake inbox to ensure all incoming inquiries, event requests, and documents are screened for completeness and accuracy and responses to each are returned in a timely fashion.

Communications & Stakeholder Coordination

• Drafts, edits, and distributes executive communications, announcements, and meeting materials.
• Coordinates with university leadership, faculty, staff, and external partners to support Vice Chancellor initiatives and commitments.
• Tracks and follows up on action items, ensuring timely completion and alignment with executive priorities.
• Performs additional administrative and operational responsibilities as assigned to ensure continuity and effectiveness of executive-office functions.

Financial Administration & Documentation Coordination

• Coordinates with the ISSC Director to route and track documentation originating from the Vice Chancellor's Office that supports financial, payroll, or funding processes.
• Monitors and reconciles purchasing card transactions, travel reimbursements, and other financial documentation requiring Vice Chancellor review.
• Assists with budget-related scheduling, documentation preparation, and coordination of materials for executive-level financial planning.