Executive Assistant to the Chief Operating Officer

Winston-Salem State University; Winston-Salem (NC); On-site; USD 55,000 - 75,000; Full time

Job summary

Winston-Salem State University seeks an Executive Assistant to the Chief Operating Officer. The role provides high‑level administrative, organizational, financial, and operational support to the COO and related offices.

It includes coordinating calendars, travel, documents, and communications with internal and external stakeholders. The position involves hands-on business support during peak periods, assisting with events, budget processes, and administrative planning to ensure smooth university

Qualifications

• High school diploma or GED with 3+ years of progressive admin/office-management experience, or equivalent.
• Experience coordinating calendars, meetings, travel, and financial transactions.
• Higher education, government, or complex organization background preferred.
• Notary license in NC is a plus.

Responsibilities

• Maintain COO's calendar, coordinate meetings, and manage scheduling.
• Arrange travel, authorizations, itineraries, registrations, and reimbursements for COO/Deputy roles.
• Prepare meeting agendas, presentations, and briefing materials.
• Support budget tracking, financial transactions, and general administrative functions.

Skills

Calendar coordination

Travel coordination

Executive support

Cross‑department collaboration

Education

Bachelor's degree in business administration

Bachelor's in public administration

Tools

Banner

SU Express

Emburse

Works

Job description

Position Details

Classification Information

Position Classification Title: Executive Assistant

FLSA: Exempt

Position Class: 89846

Position Overview

Join the Ramily!

Winston-Salem State University ( WSSU ) is a distinguishedinstitution that combines academic excellence, communityengagement, and a commitment to fostering student success. We areproud to be North Carolina’s only university to earn thedistinguished designation of Opportunity College by the CarnegieClassifications of Higher Education and the American Council onEducation ( ACE ). WSSU is dedicated to preparing students forleadership roles through rigorous programs in health sciences,business, education, and the humanities. Known for its supportiveenvironment, the university fosters a close-knit community thatnurtures both professional and academic excellence.

Situated in Winston-Salem, North Carolina—known as the City of Artsand Innovation, WSSU provides students with opportunities to engagein a dynamic mix of professional, social, and cultural experiences.Winston-Salem is home to thriving arts, healthcare, and technologysectors, offering both students and faculty unique collaborationopportunities and professional development pathways.

With its beautiful campus, strong sense of community, anddedication to fostering personal and professional growth,Winston-Salem State University is an ideal place to teach, work,and learn.

Find information about our current benefits and retirement options,our holiday schedule, and other discounts and perks at the linksbelow:

• UNCSystem Employee Benefits Central
• UNC System Retirement Benefits
• WSSU Holiday Schedule
• WSSU Discounts and Perks

Position Summary

Winston-Salem State University is seeking an Executive Assistant to the Chief Operating Officer.

The Executive Assistant to the Chief Operating Officer provides high-level administrative,organizational, financial, and operational support to the ChiefOperatingOfficer ( COO ) and the Office of the Chief Operating Officer/Division of Finance and Administration. The position servesas the principal administrative support professional to the COO andprovides coordinated administrative support to the Deputy ChiefOperatingOfficer and Deputy Chief Financial Officer as directed by the COO . The Executive Assistant serves as a liaison between the Office of the Chief Operating Officer/Division of Finance andAdministration and University leadership, employees, students,vendors, the UNC System Office, state agencies, and members of thepublic.

In addition to traditional executive administrativeresponsibilities, the position provides hands-on business andadministrative support during periods of significant operationaldemand. This includes assisting Auxiliary Services and otheroperating units during semester opening, student move-in, majorcampus events, Homecoming, Commencement, and other periods whenadditional administrative and business support is necessary toensure effective University operations.

Key Responsibilities of the Executive Assistant to the Chief Operating Officer include, but are not limited to:

Executive Administrative Support

• Maintains the COO’s calendar, schedules appointments,coordinates meetings, prioritizes requests, and manages schedulingamong multiple internal and external constituencies.
• Coordinates travel arrangements, travel authorizations,itineraries, registrations, reimbursements, and relatedadministrative requirements for the COO and, when assigned, theDeputy COO and Deputy CFO .
• Reviews incoming correspondence, requests, documents, andcommunications; determines appropriate routing and priority; andensures matters requiring executive attention are addressedpromptly.
• Screens telephone calls, visitors, meeting requests, and otherinquiries while exercising discretion regarding confidential orsensitive matters.
• Serves as a primary administrative liaison between the Officeof the Chief Operating Officer/Division of Finance andAdministration and University departments, senior leadership, theUNC System Office, state agencies, vendors, community partners, andother external constituencies.
• Prepares meeting agendas, presentations, briefing materials,reports, correspondence, memoranda, and other documents.
• Assists with retreats, leadership meetings, administrativeplanning sessions, searches, special projects, and other Universityinitiatives.
• Supports divisional personnel administration, timekeepingcoordination, emergency callback documentation, organizationalrecords, and other administrative functions as assigned.

Budget and Business Administration

• Monitors assigned state, trust, and other University funds andassists with budget tracking, expenditure monitoring,reconciliation, and reporting.
• Initiates purchase requisitions, payment requests, purchaseorders, travel documents, reimbursements, and other financialtransactions.
• Uses Banner, SU Express, Emburse, Works, and other Universityfinancial and administrative systems to process transactions andresearch budgets, fund balances, purchase orders, payments, andrelated information.
• Reviews financial and administrative documents for completenessand accuracy before routing them for approval.
• Coordinates purchasing of supplies, equipment, services,registrations, and other operational needs for the Office of theChief Operating Officer/Division of Finance andAdministration.
• Communicates with University departments, Procurement,Financial Services, vendors, contractors, and other partiesregarding purchases, invoices, payments, and discrepancies.
• Maintains appropriate records of financial transactions andhelps ensure compliance with University, UNC System, and Staterequirements.

Information, Records, and Governance Support

• Coordinates administrative records, correspondence, reports,and document-management processes for the Office of the ChiefOperating Officer/Division of Finance and Administration.
• Develops and maintains organized electronic and physical filingsystems consistent with University record-retentionrequirements.
• Creates and formats professional correspondence, memoranda,reports, presentations, spreadsheets, meeting materials, and otherexecutive-level documents.
• Coordinates with the Chancellor’s Office and other Universityoffices in preparing materials for the WSSU Board of Trustees andits committees.
• Provides administrative support for Board of Trusteescommittees associated with areas under the COO’s responsibility,including preparation of meeting materials, coordination ofsubmissions, and recording of minutes when assigned.

Auxiliary Services, Semester Opening, and Major University Event Support

• Provides administrative and business support to AuxiliaryServices and other operational units during periods of significantinstitutional need.
• Assists Auxiliary Services during semester opening and otherpeak operating periods when transaction volume, student activity,or service demands require additional administrative capacity.
• Supports business and administrative activities associated with student move-in, meal plans, campus services, transportationparking, vendor services, and other auxiliary operations asassigned.
• Assists with Homecoming business operations, includingpurchasing, vendor coordination, invoices, payments, requisitions,contracts and administrative documentation, event-relatedlogistics, and coordination among University departments.
• Provides similar support for Commencement, major campus events,special programs, emergency operations, and other high-demandinstitutional activities.
• Helps track event-related purchases, invoices, contracts,approvals, deadlines, and deliverables.
• Provides on-site administrative assistance during majorUniversity events when needed.
• Responds flexibly to emerging operational priorities andtemporarily provides administrative or business support to unitsexperiencing unusual workload demands, staffing shortages, orcritical deadlines.

Communication and Special Administrative Projects

• Serves as a professional representative of the Office of theChief Operating Officer/Division of Finance and Administration incommunications with University employees, students, vendors,governmental agencies, external organizations, and members of thepublic.
• Drafts and edits correspondence, memoranda, reports,presentations, meeting materials, and other communications onbehalf of the Office of the Chief Operating Officer/Division ofFinance and Administration.
• Reviews documents for accuracy, completeness, appropriaterouting, and required approvals.
• Responds to requests for information and assists constituentsin navigating University administrative processes.
• Coordinates special projects involving multiple administrativeor operational departments.
• Supports the COO, Deputy COO, and Deputy CFO with research,information gathering, data compilation, report preparation,meeting coordination, and special administrative projects.
• Identifies administrative process improvements and recommendschanges that increase efficiency, responsiveness, consistency, andcustomer service.
• Performs other duties and special assignments as directed bythe Chief Operating Officer.

Position Information

• Position Number: 007076
• Working Position Title: Executive Assistant to the Chief Operating Officer
• Building and Room No.: Blair Hall Room 103
• Appointment Type: Permanent Full-Time
• If Time Limited.: No
• Appointment Length.: N/A
• Position required to work during periods of adverse weather orother emergencies: Not Mandatory
• Normal Work Schedule: Monday-Friday, 8am-5pm, evenings and weekends as necessary forevents
• Department Required Skills: High school diploma or equivalency and three years ofprogressively responsible administrative or office-managementexperience; or an equivalent combination of training andexperience.
• Preferred Years Experience, Skills, Training,Education:
  • Bachelor’s degree in business administration, publicadministration, higher education administration, or a relatedfield.
  • Experience providing administrative support to a senior-levelexecutive or administrator.
  • Experience in a higher education, governmental, or similarlycomplex organization.
  • Demonstrated experience coordinating executive calendars,meetings, travel, financial transactions, events, and specialprojects.
  • Experience with Microsoft Office applications and enterpriseadministrative systems such as Banner, SU Express, Emburse, andWorks.
  • Demonstrated ability to work effectively across organizationalunits and provide responsive support during periods of significantoperational activity.
  • Licensure as a North Carolina Notary.
• Required License or Certification:
  • Valid US Driver's License: No
  • Commercial Driver's License Required: No
  • Physical Required: No

Posting Details

• Internal Posting Only: No
• Time Limited Position: No
• Appointment Length: N/A
• Salary: Commensurate with education and experience
• Open Date: 09/09/2026
• Close Date:
• Open Until Filled: Yes