Executive Assistant

NC State University; Raleigh (NC); On-site; USD 55,000 - 85,000; Full time

Job summary

NC State University in Raleigh seeks an organized Executive Assistant to support the Department Head in daily operations. This on-campus role focuses on coordinating calendars, meetings, and travel, while supporting faculty advancement and communications.

The successful candidate will manage complex schedules, prepare briefing materials, and coordinate faculty interview logistics with internal and external stakeholders, ensuring strategic alignment and smooth operations.

Responsibilities

• Coordinate complex calendars and meetings for the Department Head.
• Arrange travel and lodging, and manage related approvals.
• Prepare agendas, minutes, and briefing materials for department meetings.
• Support faculty search processes: scheduling interviews, travel, and reimbursements.
• Draft communications and maintain reports for departmental initiatives.
• Foster collaborative relationships across department, college, and external partners.

Skills

Calendar management

Travel arrangements

Executive support

Meeting coordination

Job description

Are you an organized and detail-oriented individual who thrives in a fast-paced academic environment? We are seeking a dynamic and proactive Executive Assistant to join our team and support the Department Head in managing day-to-day administrative operations and initiatives. As the primary administrative contact for the Department Head, you will play a critical role in facilitating seamless communication and coordination within the department, college, and with external stakeholders. This is an on-campus role, hybrid or remote arrangements are not available. Key responsibilities of this position are as follows:

Planning, Workflow Organization, and Alignment with Departmental Priorities

• Coordinate executive operations by managing complex calendars, scheduling meetings, reserving rooms, arranging travel, monitoring correspondence, coordinating signature and approval workflows, and ensuring departmental priorities remain on track.
• Support the Department Head with travel arrangements, email and calendar management, and scheduling.
• Responsible for planning and implementing both on-campus and off-campus meetings and events as required by the Department Head and the Associate Department Head.
• Coordinate logistics, preparation, recording attendance, and final meeting summary for monthly faculty and staff department meetings.
• Responsible for maintaining and updating a tracking system for administrative responsibilities of the Department Head; includes anticipating needs and alerting the Department Head to upcoming tasks and deadlines.
• Serve as the primary administrative support for the faculty search committee. Coordinate all faculty candidate interview scheduling, room reservations, reference letter requests, faculty feedback requests, status update presentations, travel arrangements, and reimbursements.
• Work with faculty members as needed on planned seminars and faculty interviews, including coordination of visit schedules with many participants in the department, college, or beyond.
• Track and monitor pending issues and action items for follow-up and completion.
• Develop productive and collaborative work relationships to coordinate initiatives of the Department head across organizational areas (as well as external entities) to raise the quality, visibility, and/or reputation of the department.
• Foster a collaborative departmental culture with departmental personnel (as well as external entities) by listening, understanding, and responding to apparent and underlying needs, resolving problems, and continually seeking to provide the highest quality service.

Support Faculty Advancement

• Coordinate and manage the Reappointment, Promotion and Tenure (RPT) and the Post-Tenure Review (PTR) process for the department. Work with faculty members, departmental voting faculty, and Department Head on preparation of materials for promotion and tenure review, post-tenure review, and annual review of all faculty.
• Develop a thorough understanding of faculty promotion policies, as well as the NCSU systems used to manage and document promotion-related activities. Stay current with updates and changes to policies and system functionality.
• Continuously monitor faculty timelines to track eligibility, submission deadlines, and review various stages of the promotion and tenure review process.

Correspondence and Communications

• Assist with developing executive communications by preparing correspondence, presentations, reports, briefing materials, agendas, meeting minutes, and recommendations that support informed decision-making and strategic leadership.
• Process non-routine requests and/or assignments as made by the Dean, faculty members, and external sources for the Department Head to participate.
• Coordinate and compile department reports for key alumni donors to aid in engagement and fundraising.
• Have awareness of policies/procedures and strategic plans of the department in drafting concise and specific memoranda to different audiences, and in supporting initiatives of the department.

This position is open only for current NC State Employees, permanent or temporary.