Executive Assistant

University of North Carolina Asheville; Calgary; On-site; CAD 57,000 - 59,000; Full time

Job summary

A leading university is seeking an Executive Assistant to provide high-level administrative support to the Vice Chancellor and Associate Vice Chancellor for University Advancement. The role requires strong organizational skills, confidentiality, and the ability to manage multiple projects in a fast-paced environment. Candidates should have relevant experience and a background in business administration or related fields.

Qualifications

• Three years of progressively responsible administrative/office management experience.
• Ability to manage multiple projects.
• Strong written, verbal, and interpersonal skills.

Responsibilities

• Provide high-level administrative support to the Vice Chancellor and Associate Vice Chancellor.
• Manage billing, travel, correspondence, and compliance needs.
• Coordinate meetings and prepare materials for the VC and AVC.

Skills

Organizational skills

Communication skills

Time management

Confidentiality

Interpersonal skills

Education

High school diploma or equivalency

Associate's degree in secretarial science, business administration, or related discipline

Bachelor's degree in business administration or related discipline

Tools

MS Office Suite

Google Suite

Job description

Posting Details

Position Information

High school diploma or equivalency and three years of progressively responsible administrative/office management experience; or 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.

Typically office hours are Monday-Friday, from 8:00 a.m. to 5:00 p.m. Weekend and evening hours will be necessary on a regular basis to effectively support the VC and AVC.

Posting Number	S0655
Classification Title	Executive Assistant
Overall Position Competency	Journey
Working Title	Executive Assistant
Position Number	000006
FLSA	Non-Exempt
NC Salary Grade Equivalency	GN10 (For employment/re-employment priority purposes only)
Recruitment Range	$57,000-$59,000
Position Summary	The Executive Assistant provides high-level administrative support to the Vice Chancellor (VC) and the Associate Vice Chancellor (AVC) for University Advancement. This position reports to the Vice Chancellor, but also provides relevant support to Vice Chancellor's direct reports and the entire Advancement office. The Executive Assistant must be able to work independently with little or no supervision and must be exceedingly well organized, flexible and possess the ability to excel in a fast-paced environment with a high level of professionalism. The ability to maintain complete confidentiality is essential. Responsibilities of the position include: Interacts in a professional manner with donors, alumni and friends of the university, university administrators, community leaders, UNC System Office, state agencies, etc. Manages the VC and AVC billing, travel, correspondence, contracts, and other external communications and compliance needs. Prioritize daily schedule and other issues for the VC and AVC. This includes calendar management, preparation of materials for meetings, and providing status updates regarding ongoing issues and projects. Oversees office communications, divisional meetings, and team-building initiatives; Ensures that communication flows freely between VC and division. Schedule meetings, visits and travel for the Vice Chancellor. Schedule, coordinate, prepare agendas; draft and finalize presentation materials; identify and secure logistic requirements and technology needs for meetings. Prioritize and manage multiple projects simultaneously, report on progress and potential issues and follow through on issues in a timely manner. Answer phones, greet visitors, and handle incoming and outgoing mail and communications, provide assistance using independent judgment to determine items requiring priority attention. Support the VC and AVC's prospect work by entering contact reports, maintaining portfolio actions in Raiser's Edge and ensuring that next steps are completed. Work collaboratively with major giving, prospect manager, and donor relations team to ensure relationships move. Record minutes and maintain records from meetings such as Board of Trustees, Foundation Board, University and Foundation Board Committees.
Division	University Advancement
Department	University Advancement - Office of the Vice Chancellor
Full-Time / Part- Time	Full-Time
Months per Year	12 Months
Time Limited Position	No
If time-limited, length of assignment	Not Applicable
Minimum Education/Experience/Skills
Preferred Education/Experience/Skills	Six or more years of administrative assistant experience, preferably in higher education advancement or institutional advancement, higher education or corporate management. Ability to manage multiple projects. Strong written, verbal, and interpersonal skills. Highly computer literate and comfortable with acquiring new skills, with specific in- depth proficiency in the MS Office Suite, Google Suite, web-based systems, and website maintenance. Excellent calendar management skills, including the coordination of complex executive meetings is desired. Ability to exercise independent judgment, sensitivity, and confidentiality in performing administrative support functions.
Work Schedule and Hours
Competency Profile	http://oshr.nc.gov/state-employee-resources/classification-compensation/comp-profiles

Posting Detail Information

Applications must be submitted online no later than 11:59 p.m. (EST) on the closing date for each specific position. Please note that any documents submitted to Human Resources or the hiring departments become property of UNC Asheville and will not be returned. Official verification from each college/university you have attended are required upon employment, and will be requested directly from the college/university by Human Resources or from the National Student Clearinghouse. Any expense will be the responsibility of the employee. Educational degrees must be from an appropriately accredited institution. If no applicants apply who meet the required competency and training and experience requirements, management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations. It is the policy of UNC Asheville to conduct pre-employment background investigations on all candidates selected for employment. If hired, the candidate will be required to submit proof of eligibility to work in the United States. New employees are paid only by direct deposit to the financial institution of their choice.

Special Instructions Summary
Posting Date	05/16/2025
Closing Date	06/05/2025
Open Until Filled	No