Executive Assistant

North Carolina State University; United States; On-site; USD 65,000 - 80,000; Full time

Benefits offered by this job

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

Wellness Programs

Job summary

NC State University Facilities Division is seeking an Executive Assistant to support the Associate Vice Chancellor for Facilities. The role centers on strategic coordination, executive-level scheduling, and confidential matter handling in a fast-paced environment.

You will collaborate with university leadership and campus partners to advance facilities initiatives, manage complex calendars, and prepare high-quality communications and reports.

Qualifications

• Knowledge of executive office operations, records management, and governance practices.
• Excellent written and verbal communication skills; ability to prepare executive correspondence and reports.
• Ability to interpret policies, analyze complex information, and coordinate across departments.

Responsibilities

• Serve as primary advisor and administrative liaison to the Associate Vice Chancellor for Facilities.
• Manage complex calendars, travel, and signature workflows for executives.
• Lead strategic initiatives and coordinate cross-functional projects within the division.
• Prepare executive communications, briefs, agendas, and meeting materials.
• Support division communications and maintain confidential information with discretion.
• Coordinate executive events and Board activities when required.
• Monitor budgets, procurements, and travel in coordination with Business Operations.

Skills

Organizational skills

Analytical thinking

Communication skills

Problem solving

Discretion

Education

Bachelor's degree

Associate degree

High school diploma

Secretarial/Business admin training

Tools

Microsoft Office

Google Workspace

Zoom

Job description

Posting Details

Posting Information

Posting Number PG194801EP

Internal Recruitment No

Working Title Executive Assistant

Anticipated Hiring Range $65,000 - $80,000

Work Schedule M-F 8 am - 5 pm

Job Location Raleigh, NC

Department Facilities AVC

About The Department

NC State University Facilities Division is home to nearly 900 professionals who plan, build and maintain the spaces that foster an environment where innovation, learning, and community thrive. Through this work, we help create spaces that empower students, faculty, and staff to reach their full potential. Operating year-round, we manage more than 16.7 million gross square feet of built space and oversee 4,733 acres of campus infrastructure through a series of core departments, each composed of multiple specialized units:

• Design & Construction
• Business Operations
• Campus Operations and Maintenance
• Campus Planning and Strategic Investment

Whether responding to a maintenance request, shaping future facilities or creating spaces that inspire discovery, our team is grounded in excellence, service and stewardship.

Wolfpack Perks And Benefits

As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone.

What we offer:

• 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
• And so much more!

Attain Work-life balance with our Childcare benefits, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community.

Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.

Essential Job Duties

Are you an organized, proactive professional who thrives in a fast-paced executive environment? Do you enjoy solving complex problems, managing competing priorities, and helping leaders operate at their best? If so, we invite you to join the NC State University Facilities Division as our next Executive Assistant.

This is far more than a traditional administrative role. As the Executive Assistant to the Associate Vice Chancellor for Facilities, you will serve as a trusted advisor, strategic partner, and central point of coordination for executive operations. You’ll work closely with university leadership, directors, campus partners, and external stakeholders while helping advance initiatives that support one of the nation’s leading public universities.

If you are energized by meaningful work, enjoy collaborating with leaders, and take pride in creating organization out of complexity, we’d love to hear from you.

Key responsibilities and duties include but are not limited to:

• Partner with executive leadership by serving as the primary advisor and administrative liaison to the Associate Vice Chancellor, managing executive priorities, anticipating needs, and exercising sound judgment while handling sensitive and confidential matters.
• Coordinate executive operations by managing complex calendars, scheduling meetings, arranging travel, monitoring correspondence, coordinating signature workflows, and ensuring executive priorities remain on track.
• Lead strategic projects and special initiatives by researching issues, gathering information, evaluating options, coordinating stakeholders, tracking progress, and helping implement process improvements across the division.
• Develop executive communications by preparing correspondence, presentations, reports, briefing materials, speeches, agendas, meeting minutes, and recommendations that support informed decision-making and strategic leadership.
• Build collaborative relationships by serving as a primary point of contact for university leadership, campus partners, external organizations, governing bodies, and members of the public while providing exceptional customer service and professional representation of the AVC’s Office.
• Plan and coordinate executive events including leadership meetings, retreats, Board of Trustees activities, executive searches, conferences, workshops, and other division-wide initiatives.
• Manage information and records by maintaining confidential files, executive dashboards, project tracking systems, databases, correspondence, and historical records in accordance with university policies.
• Support fiscal and operational administration by monitoring budgets, tracking expenditures, coordinating procurement and travel activities, preparing financial reports, and partnering with Business Operations to ensure compliance with university policies.
• Enhance division communications by coordinating the Facilities electronic newsletter, assisting with website updates, and supporting communications that keep employees informed and engaged.

Other Responsibilities

• Other duties as assigned.

Qualifications

Minimum Education and Experience

• High school diploma or equivalency and three years of progressively responsible administrative or office management experience OR
• Associate degree in Secretarial Science, Business Administration, or a related discipline and one year of progressively responsible administrative or office management experience OR
• Bachelor’s degree, preferably in Business Administration or a related discipline OR
• An equivalent combination of education, training, and experience.

All degrees must be received from appropriately accredited institutions.

Other Required Qualifications

• Knowledge of executive office operations, administrative practices, records management, university operations, and organizational governance.
• Proficiency with Microsoft Office Suite, Google Workspace, Zoom, and the ability to quickly learn and effectively use university systems and technology.
• Strong organizational, analytical, and problem-solving skills with the ability to manage competing priorities, complex projects, deadlines, and attention to detail.
• Exceptional written and verbal communication skills with the ability to prepare executive correspondence, reports, presentations, briefings, and communicate effectively with varied stakeholders.
• Ability to interpret policies, analyze complex information, anticipate needs, recommend solutions, and coordinate initiatives across organizational areas.
• Demonstrated professionalism, discretion, and sound judgment when handling confidential information and supporting executive leadership in a fast-paced environment.

Preferred Qualifications

• Experience providing high-level administrative support to senior executives, such as vice chancellors, associate vice chancellors, deans, chief executives, or comparable leaders.
• Proven ability to independently manage high-priority assignments, exercise sound judgment, and maintain confidentiality in support of executive operations.
• Experience researching, analyzing, and preparing executive correspondence, briefings, reports, presentations, and decision-support materials.
• Experience coordinating complex calendars, meetings, strategic initiatives, events, and projects involving varied stakeholders.
• Experience working in a large, complex organization, preferably higher education or government, with knowledge of governance structures, administrative processes, and executive operations.

Required License(s) Or Certification(s)

• A valid driver’s license is required. A North Carolina driver’s license must be obtained within 60 days of hire and maintained.

Valid NC Driver's License required

Yes

Commercial Driver's License required

No

Recruitment Dates and Special Instructions

Job Open Date 08/06/2026

Anticipated Close Date Open until filled

Position Details

Position Number 00100316

Position Type EPS/SAAO

Full Time Equivalent (FTE) (1.0 = 40 hours/week) 1

Appointment 12 Month Recurring

Mandatory Designation - Adverse Weather Non Mandatory - Adverse Weather

Mandatory Designation - Emergency Events Non Mandatory - Emergency Event

Department ID 440101 - Facilities AVC

EEO

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.

If you have general questions about the application process, you may contact Human Resources at [phone] or [e-mail].

Final candidates are subject to criminal & sexual 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.