NC FAST Executive Assistant

State of North Carolina; Raleigh (NC); Hybrid; USD 41,000 - 72,000; Full time

Job summary

State of North Carolina is seeking an Executive Assistant within the DHHS IT division in Raleigh. The role supports staffing administration, records management, and executive support for 15+ managers and 500+ staff. Tasks include onboarding, reporting, and coordinating interviews.

The position emphasizes confidentiality, compliance, and collaboration across divisions to ensure efficient operations and contractor staffing workflows. Hybrid onsite reporting is required in Raleigh, NC.

Qualifications

• Advanced Project Management Expertise (Scope, Budget, Schedule).
• Strong Stakeholder Management & Communication skills.
• Efficient Vendor Management and negotiation skills.
• Agile & Continuous Delivery Methodologies.
• Managing Matrixed resources, overseeing junior PMs and team members.

Responsibilities

• Create, maintain, and manage onboarding/offboarding forms and procedures.
• Prepare orientation guides and materials; track staff logistics documents.
• Summarize, reconcile, and compile information for administrative reports and metrics.
• Assist managers in recruiting state contractor and temporary staff resources.
• Conduct onsite or remote orientation for new hires; manage meetings and distribution lists.

Skills

Advanced Project Management

Stakeholder Management

Vendor Management

Agile Methodologies

Matrixed Resource Oversight

Education

High school diploma or GED

Job description

Agency

Dept of Health and Human Services

Division

SEC OFFICE - INFO TECH - NC FAST

Job Classification Title

Administrative Specialist II (S)

Position Number

60095530

Grade

NC09

About Us

The North Carolina Department of Health and Human Services (DHHS) is one of the largest, most complex agencies in the state, and has approximately 17,000 employees. It is responsible for ensuring the health, safety, and well-being of all North Carolinians, providing human service needs for special populations including individuals who are deaf, blind, developmentally disabled, and mentally ill, and helping poor North Carolinians achieve economic independence.

Description of Work

The primary purpose of the Executive Assistant position is to plan and perform tasks for human resources staffing administration, staff records management, general administration, and executive and management support. All tasks involve decision-making, judgment, and compliance with established policies and procedures, as well as handling proprietary or confidential information. This position provides portfolio-wide administrative support for 15 or more managers and over 500 state and vendor staff. Duties include to create, maintain, and manage various types of documentation such as onboarding/offboarding forms and procedures, orientation guides and materials, tracking spreadsheets, staff logistics documents, communications, and administrative task and process guides; and will also summarize, reconcile, and compile related information to prepare administrative reports and metrics. This position will provide administrative support to help managers recruit state contractor and temporary staff resources as needed, and to help track vacancies and in-process requisitions and job orders then follow-up with management. This position will conduct onsite or remote orientation for new hires, serve as backup for other program support staff, and assist managers with data collection, verification, analysis, research, and preparation as requested. General administration includes scheduling and managing meetings, scheduling interviews, and managing distribution lists, and other duties as assigned.

Knowledge Skills and Abilities/Management Preferences

Salary Grade Range:$41,341.00 - $72,113.00

Recruitment Range: $55,000.00 - $65,000.00

Candidates now meet the minimum qualifications of a position if they meet the minimum education and experience listed on the vacancy announcement.

The Knowledge, Skills, and Abilities (KSAs)/ Management Preferences are not required. Applicants who possess the following skills are preferred:

• Advanced Project Management Expertise (Scope, Budget, Schedule)
• Strong Stakeholder Management & Communication skills
• Efficient Vendor Management and negotiation skills
• Agile & Continuous Delivery Methodologies
• Managing Matrixed resources, overseeing junior PMs and team members

The Posting Will Close At 11:59 P.M. The Night Before The End Date

This Position Is Funded In Part Through Federal Funds.

This Role is Eligible To Be Hybrid And Requires Onsite Reporting Located Within Raleigh, NC.

The Position is Time-Limited

About the NCDHHS Information Technology Division:

In collaboration with our partners, the North Carolina Department of Health and Human Services (DHHS) protects the health and safety of all North Carolinians and provides essential health and human services. The IT division (ITD) is one of the divisions that report to the Operational Excellence portfolio. The ITD division comprises four sections: Implementation and Operations, Strategy and Workforce, Enterprise Technology, and Vendor and Finance. ITD offers the following services but not limited to implementations, operations, project/portfolio management, infrastructure, consulting, business division liaison, digital transformation, IT strategy, enterprise technology, IT contract and vendor management, and data office services.

About the Office of the Secretary:

The Office of the Secretary serves as the executive leadership arm of the North Carolina Department of Health and Human Services (NCDHHS), guiding the Department’s mission to improve the health, safety, and well-being of all North Carolinians. Through strategic oversight and collaborative leadership, the Secretary’s Office supports the effective coordination of over a dozen core divisions, ensuring that agency-wide priorities are aligned, resources are used responsibly, and services are delivered with equity and impact.

Compensation and Benefits:

The State of North Carolina offers excellent comprehensive benefits. Employees can participate in health insurance options, standard and supplemental retirement plans, and the NCFlex program (numerous high-quality, low-cost benefits on a pre-tax basis). Employees also receive paid vacation, sick, and community service leave. In addition, paid parental leave is available to eligible employees. Visit the website for State Benefits.

Supplemental Contact Information

The North Carolina Department of Health and Human Services (DHHS) is an Equal Opportunity Employerthat embraces an Employment First philosophy, which consists of complying with all federallaws, state laws, and Executive Orders. We are committed to reviewing requests for reasonable accommodation at any time during the hiring process or while on the job. For more information about DHHS: https://www.ncdhhs.gov/.

DHHS uses the Merit-Based Recruitment and Selection Plan to fill positions subject to the State Human Resources Act with the most qualified individuals. Hiring salary will be based on relevant qualifications, internal equity, and budgetary considerations pertinent to the advertised position.

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.

Degree/College Credit Verification

Degrees must be received from appropriately accredited institutions. Transcripts, degree evaluations, and cover letters may be uploaded with your application.

Veterans’ and National Guard Preference

• Applicants seeking Veteran’s Preference must attach aDD-214 Member-4 Form(Certificate of Release or Discharge from Active Duty) to their applications.
• Applicants seeking National Guard Preference must attach an NGB 23A (RPAS), along with the state application, if they are a current member of the NC National Guard in good standing.
• Applicants who are former members of either the NC Army National Guard or the NC Air National Guard, with honorable discharge and six years of creditable service, must attach a copy of the DD 256 or NGB 22, along with the state 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.

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.

High school diploma or General Educational Development (GED) diploma and four years of related administrative experience; or equivalent combination of education and experience.