Essential Job Duties
The Executive Assistant serves as the principal administrative aide to the Vice Provost for Global Engagement and advances the University's mission through effective operational support for the Office of Global Engagement (OGE).
Description of Work Responsibilities
- Executive Support and Scheduling: Strategically manage the Vice Provost's calendar and time commitments. Ensure timely progression of the daily schedule through active management of visitors and meetings. Assess availability of meeting guests; locate and secure meeting space; prepare agenda and background materials; confirm guest attendance; and arrange video conferencing, technical support and/or catering as needed. Draft, edit and share summaries for various meetings and/or committees as needed.
- Office Operations: Oversee daily activities and business needs for Primrose Hall. Submit and monitor maintenance requests, manage office supply inventory and liaise with OIT for computing and phone services. Utilize PeopleSoft financial system to reconcile P-Cards, prepare travel and expense reports and serve as a back up for voucher entry. Manage Primrose Hall conference room and Global Courtyard schedules. Coordinate postings, hiring and supervision of work study employees. Maintain documentation of OGE operations and business processes and ensure that all files are properly labeled, dated and archived.
- Communications: Prepare accurate and professional communication materials for the Vice Provost. Examples include letters of invitation, award notifications, memos, meeting minutes, updates for global partners, and itineraries for visitors and international delegations. Manage the NC State Global general email account. Track and follow through on all inquiries and requests.
- Meetings and Events: Manage logistics and scheduling for recurring meetings and special events. Create and maintain basic budgets for larger-scale events. Support key OGE committees and working groups and provide meeting notes/summaries as requested. Submit requests for campus leadership speaking engagements as needed.
- Reception and Campus Visits: Provide welcoming and responsive reception services for OGE. Greet visitors and manage incoming phone and email inquiries. Provide logistical support for campus visitors. Assist in drafting itineraries, scheduling campus meetings and tours, and preparing printed materials. Provide assistance with hotel reservations and local transportation when appropriate.
- Travel Preparation: Research and plan domestic and international travel for the Vice Provost, including hotel and transportation logistics. Provide detailed itineraries, supporting documents, and briefing materials for travel. Complete necessary registrations, insurance enrollment, expense reports and reimbursement requests. Maintain working knowledge of NC State travel policies and coordinate with other University offices as needed.
- Other Duties as Assigned: Be an active contributor to programs and priorities of NC State Global and carry out other responsibilities as assigned by the Vice Provost.
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