Executive Assistant I

nc; North Carolina; On-site; USD 45,000 - 80,000; Full time

Job summary

The NC Department of Transportation seeks an Executive Assistant I to support the Division Engineer and Deputy Division Engineer in Carthage Division 8. The role handles calendar management, meeting logistics, gatekeeping, and confidential communications to keep the office running efficiently.

Responsibilities include processing high-priority items, proofreading and drafting correspondence, and coordinating special projects while maintaining a professional, discreet demeanor in a fast-paced

Qualifications

• Bachelor's degree or equivalent combination of education and experience as specified.
• Strong calendar, email and document management skills.
• Ability to handle confidential information with discretion.
• Experience with office technologies and procedures.

Responsibilities

• Calendar management and scheduling, coordinating meetings and invitations.
• Screen calls, prepare advance materials and proofread responses.
• Handle sensitive data and confidential communications.
• Provide project and office support, track deliverables, assist safety unit.

Skills

Calendar management

Communication

Discretion

Office software

Education

Bachelor's degree in business administration or related field

Associate's degree in secretarial science or related field + 2 years admin experience

High school diploma + 4 years admin/office management experience

Tools

Microsoft Office Suite

Job description

Agency

Dept of Transportation

Division

State Hwy Administrator - Div of Hwys

Job Classification Title

Executive Assistant I (S)

Position Number

60020146

Grade

NC11

About Us

It’s the mission of the NC Department of Transportation to connect people, products and places safely and efficiently with customer focus, accountability, and environmental sensitivity to enhance the economy and vitality of North Carolina. We encourage you to consider joining NCDOT where our work not only serves the citizens of North Carolina but has an impact on our world through all modes of transportation.

Description of Work

Please note that all positions close at 12:00 AM on the posted closing date. You must apply by 11:59 PM prior to the posted closing date.

This position serves as Executive Assistant to the Division Engineer and the Deputy Division Engineer located in the Carthage Division 8 Office. The primary purpose of this position is to provide a full range of executive-level support, including but not limited to:

• Calendar Management by maintaining daily schedules, tracking deadlines provided by the Division or Deputy Division Engineers or in emails for legislative inquiries, making appointments, planning and arranging meeting logistics and invitations.
• Communication and Gatekeeping by screening phone calls, coordinating and helping develop the preparation of advance agenda material and presentations for meetings, and the ability to proofread and correct typed response before they go out;
• Information Security by acting as main point of contact, handling sensitive data, emails, strategic plans and private conversations with strict confidentiality and discretion.
• Project and Office support with tracking project deliverables and supporting Division Safety Unit.

Position will require daily review of email correspondence and dissemination of certain messages to appropriate staff members and will maintain a working knowledge of high-priority items and tasks for the Division and Deputy Division Engineers, assisting in the timely response, proofreading, and handling of these items. Position will provide administrative support to the Division and Deputy Division Engineers applying independent judgment and decisions within established guidelines. Assumes Division specific duties and requirements as directed by the Division Management and based on the Division needs, including but not limited to special projects, facilitating internal communications, supporting other staff, and program coordination. Must be able to legally operate a motor vehicle.

Knowledge Skills and Abilities/Management Preferences

Salary Grade and Salary Range: NC11 $45,431 - $79,504

Management prefers applicants with the following:

• Considerable knowledge of program services, policies, procedures, rules, laws and regulations
• Considerable knowledge of office practices, techniques, and technology to sufficiently perform at this level of work
• Demonstrated ability to explain and interpret program information to clients/customers and staff
• Demonstrated ability to present ideas clearly and effectively in written form; ability to create and edit, adjusting language or terminology to meet needs of the audience or as appropriate; ability to use correct grammar, organization, and structure
• Demonstrated ability to establish and maintain effective working relationships with staff and other members of the organization

Minimum Education and Experience

Some state job postings say you can qualify by an “equivalent combination of education and experience.” If that language appears below, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both. See the Education and Experience Equivalency Guide for details.

Bachelor's degree, preferably in business administration or a related discipline from an appropriately accredited institution; or Associate's degree in secretarial science, business administration, or a related discipline from an appropriately accredited institution and two years of progressively responsible administrative/office management experience; or High school or General Educational Development (GED) diploma and four years of progressively responsible administrative/office management experience; or an equivalent combination of education and experience.

In accordance with the Governor’s Executive Order 303, our agency supports second-chance employment for individuals who were previously incarcerated or justice-involved. We invite all potential applicants to apply for positions for which they may be qualified.

It is important that your application includes all your relevant education and work experience and that you answer all questions associated with the application.

EEO Statement

The State of North Carolina is an Equal Employment Opportunity Employer and dedicated to providing employees with a work environment free from all forms of unlawful employment discrimination, harassment, or retaliation. The state provides reasonable accommodation to employees and applicants with disabilities; known limitations related to pregnancy, childbirth, or related medical conditions; and for religious beliefs, observances, and practices.