UTS- Temporary Executive Assistant at NC State University

through executive support, financial administration, event management, and stakeholder coordination.

This position exercises a high degree of professionalism, discretion, initiative, and independent judgment while managing complex priorities, facilitating communications, coordinating high-profile activities, and supporting business processes and strategic initiatives on behalf of college leadership.

Major Responsibilities

Executive and Administrative Operations (35%)
Provide proactive executive support to the Assistant Dean of Finance and Administration and departmental leadership to ensure efficient operations and effective execution of priorities.

Responsibilities include:
- Prepare and coordinate agendas, reports, presentations, correspondence, briefing materials, and other executive documents.
- Manage, prioritize, and respond to communications, inquiries, and requests from internal and external stakeholders.
- Track assignments, initiatives, and action items, ensuring timely follow-up and completion.
- Develop and maintain schedules, timelines, and planning processes for recurring activities, projects, meetings, and reports.
- Anticipate administrative needs, identify potential issues, and recommend solutions to support leadership effectiveness.
- Maintain organized, accessible, and compliant records and files.
- Coordinate annual performance review processes for designated leadership and departmental direct reports.

Event, Meeting, and Recruitment Management (25%)
Lead the planning and execution of meetings, events, faculty recruitment activities, and special engagements that advance the college’s academic, administrative, and strategic objectives.

Responsibilities include:
- Coordinate faculty recruitment activities, including candidate visits, interview schedules, search committee logistics, and related communications.
- Plan and manage meetings, retreats, workshops, and special events, overseeing logistics such as venues, catering, travel, technology, contracts, parking, and guest services.
- Coordinate travel arrangements and related reimbursements for faculty and invited guests.
- Support executive meetings, leadership retreats, strategic initiatives, and special projects.

Financial, Procurement, and Resource Administration (20%)
Manage departmental financial and procurement processes in accordance with university policies, procedures, and sound business practices.

Responsibilities include:
- Administer purchase card transactions, deposits, reimbursements, and financial recordkeeping for ACCT, MGMT, and MIE.
- Monitor and maintain financial documentation to ensure compliance with university policies, procedures, and audit requirements.
- Coordinate procurement activities, vendor relationships, and purchasing processes.
- Manage inventory and operational resources, ensuring timely availability of supplies, materials, parking permits, and event-related needs.
- Support departmental budgeting and resource planning activities as assigned.

Leadership and Stakeholder Support (10%)
Serve as a key liaison between college leadership, faculty, staff, students, university offices, and external partners to facilitate communication, collaboration, and issue resolution.

Responsibilities include:
- Respond to and coordinate inquiries on behalf of college leadership, directing matters to appropriate resources and ensuring timely follow-up.
- Identify matters requiring leadership attention and coordinate appropriate resolution with relevant stakeholders.
- Provide administrative support to the Dean’s Executive Team, including preparation of agendas, meeting materials, minutes, records, and action-item tracking.
- Foster productive working relationships with stakeholders across the university and external community.

Process Improvement and Strategic Initiatives (10%)
Contribute to the continuous improvement of operations and support strategic initiatives that enhance organizational effectiveness.

Responsibilities include:
- Evaluate administrative processes and recommend improvements to increase efficiency, service quality, and operational effectiveness.
- Assist with strategic projects, leadership initiatives, and special assignments.
- Support implementation of new processes, technologies, and best practices that strengthen departmental and college operations.

Is Time Limited: Yes

If Yes, Appointment Length: 6-12+ months, with possible extension

Work Schedule: 40 hours; Monday - Friday from 8 am - 5 pm (hybrid available post training)

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.

Department Required Skills:
* Excellent written and oral communication skills
* Must possess a strong attention to detail and ability to manage time well
* Demonstrated experience in handling confidential information with discretion
* Ability to follow through on tasks to completion, holding all parties accountable to deadlines
* Maintain a professional appearance & a service/ problem-solving orientation.
* Ability to exercise diplomacy, tact, and judgment in interacting with a wide range of constituents
* Ability to manage special projects and duties as assigned.

Preferred Years Experience, Skills, Training, Education:
* Bachelors degree and 2 years prior experience in an academic administrative support role coordinating meetings, schedules, projects, and events.
* Experience working both independently and as part of a close-working team in a fast-paced, executive-level setting requiring initiative, strong organization, flexibility, and the prioritization of multiple demands.
* Experience with exercising judgment and discretion in establishing, interpreting, and applying a wide range of administrative policies and procedures
* Experience establishing and maintaining effective working relationships with college and university personnel, government or other agency officials, and the general public
* Experience with prioritizing requests in a fast-paced and demanding environment
* Experience drafting and formatting standard office communications and a variety of other written materials
* Proficient with Microsoft Office Suite or similar software, particularly Microsoft Word and Excel
* Familiar with Google Calendar and PeopleSoft

Required License or Certification: n/a

Valid NC Driver's License required?: No

Commercial Driver's License Required?: No

Anticipated Hiring Range: $28.13/hourly

Job Open Date: 07/17/2026