Job Details

Posting Number: PG194697EP

Internal Recruitment: No

Working Title: Executive Assistant, ORI

Anticipated Hiring Range: $70,000 - $80,000

Work Schedule: Monday-Friday 8:00am-5:00pm (Hybrid flexible work arrangement possible)

Job Location: Raleigh, NC

Department: Office of Research & Innovation (ORI)

About the Department

The Office of Research and Innovation supports the research, scholarship and creative activities of the NC State community by promoting collaborative research and an innovative environment. We’re a dynamic organization for a dynamic institution. As part of a preeminent research university, we encourage the curious and creative to think and do the extraordinary. From securing funding to commercializing research and from cultivating collaboration to educating on best practices, we provide support every step of the way.

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.

Minimum Education and Experience

Bachelor’s degree; or an equivalent combination of training and experience.
Demonstrated experience providing administrative or executive‑level support in a complex organization.

Other Required Qualifications

Ability to exercise discretion, maintain confidentiality, and use sound judgment in sensitive situations.
Strong organizational and time‑management skills with the ability to manage multiple priorities in a fast‑paced environment.
Demonstrated ability to work independently, anticipate needs, and take appropriate action without direct supervision.
Excellent written and verbal communication skills.
Proficiency with standard office productivity and scheduling software (e.g., Outlook, Word, Excel, Teams).
Demonstrated technical systems proficiency, including pulling and summarizing reports, creating polls or surveys, and supporting virtual and hybrid meeting platforms (e.g., Zoom, Teams).

Preferred Qualifications

Experience supporting senior leadership in higher education, government, or a similarly complex environment.
Experience with university financial systems, travel processes, or documentation workflows.
Experience planning and executing executive‑level events.

Special Instructions to Applicants: In addition to your application, please submit a resume/CV, cover letter, and the contact information for at least three (3) professional references.