Essential Job Duties

The Executive Assistant is responsible for managing the day-to-day operations of CALS College Advancement as a direct report to the Assistant Dean of Philanthropy. This position will provide programmatic and administrative support to the Assistant Dean. This position is the first point of contact for those seeking involvement with the Assistant Dean, vetting requests, and prioritizing meetings. This position performs critical activities consulting and communicating with senior administration across the college and the university, with board members, corporate partners, individual donors/prospects and constituents in and outside of the university. The Executive Assistant will serve as the secretary of The North Carolina Agricultural Foundation, Inc.

The Executive Assistant works with major donors and prospects; provides support to a Foundation board of directors; and engages with the highest levels of volunteers, faculty and staff at the University. In addition, this position will provide high-level programmatic and administrative support of the entire CA Senior Team. This position works closely with various entities to strengthen relationships with both internal and external constituencies.

Specific duties of this position include, but are not limited to:

• Provide consultation and interpretation relative to questions and issues associated with the College Advancement Office.
• Review mail and correspondence prior to action by the Asst Dean.
• Make phone calls to schedule major gift fundraising appointments with major donors and prospects - with the ability to answer questions and accurately disseminate information.
• Serve as support staff liaison with other administrative support personnel disseminating information across the organization.
• Interact with the dean's staff to coordinate schedules and activities with the college leadership relative to fundraising activities/visits/events.
• Manage Asst Dean schedules/calendars.
• Prioritize organizational needs regarding meetings, time frames, and deadlines.
• Advise other administrative assistants and coordinate schedules and office coverage; anticipate and coordinate staffing needs and phone coverage during the absence of other administrative staff.
• Recruit and supervise student workers.
• Plan and coordinate semi-annual board, committee and other various other meetings.
• Develop strong working relationships with $1m+ donors, corporate executives and their executive staff, in order to facilitate meetings and support from these stakeholders.
• Set priorities and time-lines and communicate with others to ensure deadlines are met.
• Understand programmatic needs in order to edit documents for external source, i.e. donor proposals, etc.
• Develop strong working relationships with $1m+ donors, corporate executives and their executive staff, in order to facilitate meetings and support from these stakeholders.
• Stay apprised of prospect and donor activities in order to respond effectively, efficiently and proactively.
• Track and keep Asst Dean apprised of next steps, ensuring follow up with donors/prospects.
• Make critical decisions on disbursement of allocated football/basketball tickets.
• Track and coordinate invitations for football/basketball entertaining with development officers.

Other Work/Responsibilities

• Time commitments outside of standard business hours (including evenings and weekends) may be required.
• Fosters supportive and productive relationships with colleagues both within CALS Advancement and the University as a whole.
• Other duties as assigned.

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.

Required Qualifications

• Graduation from high school and three years of progressively responsible administrative/office management experience; or graduation of a two-year secretarial science or business administration program and one year of experience as described above; or graduation from a four- year college or university, preferably with major emphasis on Business administration or a related field; or an equivalent combination of training and experience.
• Experience managing a supervisor's schedule and prioritizing meetings and making independent decisions.
• Must be able to think quickly, solve problems and conduct herself/himself in a professional manner.
• Project management experience with the ability to work independently with minimal supervision.
• Ability to communicate effectively both written and oral.
• Solid computing skills, including proficiency with Microsoft Office.
• Must show attention to detail.
• Strong interpersonal skills; professional, friendly disposition with demonstrated teamwork skills.
• A clear understanding of organizational policies and procedures is critical.

Preferred Qualifications

• Demonstrated experience providing high-level administrative support, including managing complex schedules, coordinating meetings, and independently prioritizing competing demands.
• Strong project management and organizational skills, with the ability to manage multiple projects simultaneously while maintaining exceptional attention to detail.
• Ability to interpret and apply organizational policies, procedures, and guidelines, exercising sound judgment and independent decision-making.
• Excellent written and verbal communication skills, along with strong interpersonal abilities and the ability to work effectively with varied stakeholders, staff, and volunteers.
• Proficiency with Microsoft Office and other business software, coupled with the ability to work independently, solve problems, and adapt in a fast-paced environment.

Required license or certification

Valid NC driver's license or the ability to obtain within 60 days of start.