Executive Assistant

UNC; Chapel Hill (NC); Hybrid; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a highly organized Executive Assistant to support the Dean and senior leadership in a dynamic School of Social Work. This role involves managing complex schedules, facilitating high-level communications, and ensuring efficient workflow within a fast-paced environment. The ideal candidate will possess exceptional interpersonal skills and a keen attention to detail, thriving in a collaborative atmosphere. If you are passionate about advancing equity and transforming systems while providing top-notch administrative support, this opportunity is perfect for you.

Qualifications

• 3+ years of experience in administrative or office management roles.
• Ability to manage multiple complex schedules and confidential information.
• Proficient in using technology for administrative functions.

Responsibilities

• Provide executive support to the Dean and senior Deans in the School of Social Work.
• Manage extensive calendaring, travel itineraries, and reimbursements.
• Facilitate communication and decision-making for the Dean's Office team.

Skills

Organizational Skills

Interpersonal Skills

Time Management

Written Communication

Verbal Communication

Problem-Solving

Attention to Detail

Education

High School Diploma

Associate's Degree in Secretarial Science

Bachelor's Degree in Business Administration

Tools

Microsoft Office 360 Suite

Microsoft Teams

OneDrive

Videoconferencing Tools

Job description

Full-time/Part-time Permanent/Time-Limited

The mission of the School of Social Work is to advance equity, transform systems, and improve lives. The School’s curriculum supports the mission and recognizes the uniqueness of the region served, including concerns for disadvantaged, vulnerable, and oppressed individuals, families, and communities. Classes provide rigorous and evidence-based content, and give students the opportunity to explore theory, learn intervention skills, and engage in challenging dialogue with colleagues.

Position Summary

This position may be eligible for a hybrid work arrangement that may include a partially remote work location, consistent with System Office policy. UNC Chapel Hill employees are generally required to reside within a reasonable commuting distance of their assigned duty station. The primary purpose of the Executive Assistant (EA) position will be to provide executive level support to the Dean and other senior level Deans (Vice Dean; Associate Dean for Diversity, Equity, and Inclusion; Associate Dean for Global Engagement; Associate Dean for Research and Faculty Development) in the School of Social Work (SSW). This position is the initial point of contact for the Dean’s Office and is a critical resource link between the Dean, high-level individuals and officers in the University, and multiple domestic and international agencies and professional organizations with whom the School collaborates. The EA will be involved in extensive high-level public contact that requires a keen awareness of protocol and cultural sensitivity. They must analyze, prioritize and track multiple complex schedules, confidential information, and multiple projects with attention to efficient facilitation of workflow, timeliness, accuracy and high-quality work in a fast-paced environment with routine interruptions – all while providing skillful facilitation and processing of information, verbal and written correspondence. The EA must be accomplished in anticipating when adjustments in schedules need to be made due to competing commitments and urgencies; requiring sensitivity, judgment, and the ability to prioritize. This individual must also possess excellent acumen regarding issues that need troubleshooting in a timely way and providing their executives with critical information on these matters.

The EA is a key member of the Dean’s Office team and must work collaboratively as a member of the team and initiate actions for problem-solving, as well as research and synthesize information to facilitate decision-making for the team. As well, the EA must possess the ability to work independently as a problem solver, answering questions, providing information and taking action on behalf of the Dean and Vice Dean as authorized. The EA exhibits a high degree of professionalism in their work.

The EA will perform a variety of administrative and business functions to address the needs of the Dean’s Office and the School of Social Work including: extensive calendaring, travel itineraries and reimbursements; office management; committee support; internal and external communications; analysis and development of correspondence, minutes, and agendas; email management; conferences receptions; and other school-related events. Duties encompass a variety of functional activities and tasks and require thorough knowledge of university operating procedures and guidelines as well as a knowledge of the SSW’s policies, procedures, and operations.

Minimum Education and Experience Requirements

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.

Required Qualifications, Competencies, and Experience

Required Qualifications, Competencies, and Experience:
- Highly organized, detail-oriented with the ability to work in a fast-paced, confidential, and complex environment
- Professional with exceptional interpersonal skills who employs appropriate protocol, demeanor, and cultural sensitivities in high-level interactions to a diverse range of constituents
- Ability to gather data, complex information, and prepare reports
- Ability to analyze and interpret policies and guidelines, as well as detailed knowledge of administrative office work processes
- Ability to work in teams and to maintain effective professional relationships
- Ability to work independently, manage a variety of tasks, follow-up on assignments, and take initiative on projects (time and project management proficiency)
- Excellent verbal and written skills
- Highly proficient in the use of technology to support administrative functions and events including Office 360 Suite, Microsoft Teams, OneDrive, videoconferencing
- A seriousness about work paired with a collegial willingness to enjoy partnering with colleagues to advance a shared mission

Preferred Qualifications, Competencies, and Experience

Bachelor’s degree and 5 or more years working with high level executives within a university setting is preferred as is an understanding of University systems, offices, and practices as well as experience in working within UNC -CH accounting systems (e.g. ConnectCarolina). Our ideal candidate is dedicated, flexible, collaborative, and customer friendly who is willing to go the extra mile to be a part of a dynamic team.

Campus Security Authority Responsibilities

Not Applicable.

Position/Schedule Requirements

Night work occasionally, Overtime occasionally, Weekend work occasionally

Office of Human Resources Contact Information

If you experience any problems accessing the system or have questions about the application process, please contact the Office of Human Resources at [phone] or send an email to [e-mail].

Equal Opportunity Employer Statement

The University of North Carolina at Chapel Hill is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender, gender expression, gender identity, genetic information, race, national origin, religion, sex, sexual orientation, or status as a protected veteran.

About the company

The University of North Carolina at Chapel Hill is a public research university in Chapel Hill, North Carolina.