Executive Assistant

North Carolina State University; Raleigh (NC); On-site; USD 50,922 - 60,470; Full time

Benefits offered by this job

Medical, Dental, and Vision

Flexible Spending Account

Retirement Programs

Tuition and Academic Assistance

Job summary

A leading academic institution in Raleigh, NC, is seeking an Executive Assistant to support the Veterinary Hospital. Key responsibilities include managing complex calendars, serving as a liaison with external partners, and providing executive correspondence. Candidates should possess strong administration skills and 3-5 years of experience in healthcare or academic settings. Benefits include medical, dental, and tuition assistance, making this a rewarding opportunity for the right candidate.

Qualifications

• 3 years of progressively responsible administrative management experience.
• Preferred 3-5 years of administrative experience in veterinary or medical settings.

Responsibilities

• Manage the Hospital Administrator’s complex calendar and scheduling.
• Act as primary liaison for external agencies and communications.
• Draft reports and coordinate meetings for hospital-wide initiatives.

Skills

Advanced Coordination

Professional Diplomacy

Technical Proficiency

Analytical Writing

Education

High School diploma or equivalent

Bachelor's degree in Business Administration or related discipline

Job description

Job Overview

Executive Assistant – CVM Teaching Hospital, NC State University Veterinary Hospital, Raleigh, NC.

Salary Range: $50,922 – $60,470.

About the Department

Established in 1983, the NC State Veterinary Hospital (VH) is one of the nation’s highest-rated academic medical centers, serving North Carolina and the surrounding region. The VH treats nearly 35,000 patients annually across more than 20 clinical services, utilizing a team‑based approach that leverages the expertise of nationally and internationally renowned board‑certified specialists.

The VH is dedicated to:

• Clinical Excellence: Providing compassionate, state‑of‑the‑art specialty healthcare at the cutting edge of veterinary medicine.
• Education: Delivering expert clinical instruction to fourth‑year veterinary students from the College of Veterinary Medicine.
• Innovation: Advancing the field through the ongoing investigation of innovative techniques and medical procedures.

Benefits

• Medical, Dental, and Vision
• Flexible Spending Account
• Retirement Programs
• Disability Plans
• Life Insurance
• Accident Plan
• Paid Time Off and Other Leave Programs
• 12 Holidays Each Year
• Tuition and Academic Assistance
• Childcare benefits, Wellness & Recreation Membership, and Wellness Programs

Responsibilities

• Executive Support & Strategic Coordination
  • Priority Management: Independently manage the Hospital Administrator’s complex calendar, resolving scheduling conflicts to ensure dedicated time for high‑priority projects and hospital‑wide initiatives.
  • Governance Leadership: Manage the lifecycle of Hospital Board and committee meetings, including agenda development, preparation of executive briefing packets, and synthesis of minutes into actionable task lists.
  • Administrative Operations: Oversee the implementation and maintenance of Hospital Standard Operating Procedures (SOPs), manage organizational charts, and ensure the administrative on‑call schedule and visitor profiles are accurately maintained.
• Communications & External Relations
  • External Liaison: Act as the primary point of contact for external agencies, CVM dignitaries, and potential donors; lead facility tours and ensure professional representation of the Hospital.
  • Conflict Resolution: Investigate sensitive client complaints, formulate recommendations for leadership, and draft formal correspondence to resolve disputes and maintain hospital reputation.
  • Executive Correspondence: Review and edit all outward‑facing correspondence from the Administrator’s office for content accuracy, professional tone, and clarity.
• Operational Analysis & Project Management
  • Reporting & Analytics: Draft ad hoc reports for external regulatory or accrediting agencies; aggregate data to monitor daily animal census and proactively alert leadership to volume shifts.
  • Project Oversight: Coordinate project‑based meetings for hospital‑wide initiatives, track progress against action plans, and summarize outcomes for ad hoc problem‑solving committees.
  • Risk & Compliance: Organize and maintain incident report logs and records; prepare summaries for safety committees and Hospital Board meetings to support institutional risk management.
• Specialized Programs & Systems
  • Technology SME: Serve as the Hospital Subject Matter Expert for technology implementations, coordinating hardware/software orders and setup needs for clinical and administrative services.
  • Systems Support: Assist hospital supervisors in resolving time‑keeping exceptions or errors, such as missed punches or overlapping shifts, to ensure operational accuracy.
  • Scholarship Administration: Oversee the Tiffany Ramsey CE hospital scholarship program, including applicant data collection and the final selection process.

Required Skills

• Advanced Coordination: Ability to navigate complex organizational structures and manage multiple competing priorities with minimal supervision.
• Professional Diplomacy: High level of emotional intelligence and discretion when handling confidential information and sensitive client interactions.
• Technical Proficiency: Mastery of hospital‑related technology systems and office productivity software.
• Analytical Writing: Demonstrated ability to draft complex reports and executive‑level correspondence with an emphasis on precision and grammar.

Physical Requirements

• Ability to lead walking tours of the hospital facility for donors and dignitaries.
• General office environment requirements (sitting, standing, and computer use).

Other Responsibilities

• Other duties as assigned by Supervisor.

Qualifications

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 related discipline and one year of progressively responsible administrative/office management experience; or bachelor’s degree, preferably in Business Administration or related discipline; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Preferred Qualifications: Healthcare or Academic Medical Experience – minimum 3–5 years of progressive administrative experience within a veterinary hospital, human medical center, or academic research institution; Proven Conflict Resolution & Advocacy – demonstrated success in investigating complex client or patient complaints with synthesis of evidence and drafting of formal resolutions; Executive Governance & Board Support – extensive experience supporting a Hospital Board or senior leadership committees, translating high‑level discussions into actionable project plans and professional briefing packets; Technical Systems Leadership – prior experience serving as a Subject Matter Expert (SME) for the implementation of Hospital Information Systems (HIS); Advanced Professional Communication – exceptional editing and writing skills with a proven ability to produce executive‑level reports and correspondence for high‑profile stakeholders, including university dignitaries and donors.

Licenses

None required.

EEO Statement

NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability‑related accommodations in the application and interview process are welcome to contact 919‑513‑0574 to speak with a representative of the Office of Equal Opportunity.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

NC State University participates in E‑Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.