Executive Assistant North Carolina State University Raleigh

Title Executive Assistant
Date 14 September 2020
Company North Carolina State University
City Raleigh

Short Description :

Calendar and schedules, including helping to organize meetings, answering the VCGC phone, interacting with internal university offices and personnel and external parties Trustees, outside counsel, regulatory agency personnel, law enforcement personnel, others on behalf ,…

Full Description :

The NC State Office of General Counsel provides, manages and coordinates all legal services for the university in a collegial, responsive, and professional manner. The office provides legal and risk management advice on a wide variety of matters to the Board of Trustees, the Chancellor, senior officers, other university administrators, and faculty and staff who are acting on behalf of the university. These matters include, but are not limited to, employment, student affairs, athletics, public records, real property, sponsored programs, intellectual property, purchasing and civil rights. This is an extremely fast-paced, demanding environment that requires technical skills, sensitivity to the important political dimensions and confidentiality of case files, visitors, callers, and a high degree of intelligence and good judgment

Essential Job Duties

This position will report directly to the Vice Chancellor and General Counsel (VCGC). Although this position will be expected to primarily support the Vice Chancellor and General Counsel in the capacity described below, depending on workload, this position may be assigned to handle work for others in the office as projects and office needs dictate.

This position will be expected to provide all administrative support functions for the Vice Chancellor and General Counsel, including but not limited to:

  • Developing and maintaining VCGC’s calendar and schedules, including helping to organize meetings, answering the VCGC phone, interacting with internal university offices and personnel and external parties (Trustees, outside counsel, regulatory agency personnel, law enforcement personnel, others) on behalf of the Vice Chancellor and General Counsel.
  • Assisting and supporting the VCGC in preparing for meetings, including preparing meeting materials and keeping track of meeting progress and follow up items, preparing and revising PowerPoint and other presentation materials that the VCGC will give, and preparing and revising correspondence and other documents as necessary.
  • Interacting with the Chancellor’s office and offices of other University executives with respect to scheduling, Board of Trustees support, calendars, and coordinating projects.
  • Monitoring and preparing standard responses on behalf of the VCGC.
  • Interacting with the National Association of University Attorneys (NACUA) and other outside organizations or system offices to coordinate and schedule large meetings and gatherings as requested by the VCGC.
  • Coordinating travel, meeting preparation, communications, and other responsibilities with respect to the VCGC’s outside service responsibilities (including but not limited to conference travel and presentations and NACUA Board of Directors work).
  • In coordination with the Business Manager and others in the office, maintaining supplies, office files and software/equipment as needed for the VCGC. Other special projects as assigned (which may include, but is not limited to, coordination of large meetings and presentations).
  • Creating and managing electronic and paper files for the VCGC, consistent with the office internal filing and document management system and University Record Retention Schedule.
  • Serving as back-up or alternate support with other staff support to provide office coverage of phones during regular business hours (i.e., over lunch breaks, holidays, vacations, etc.)

Other Work/Responsibilities

Other duties as assigned.

Minimum Experience/Education

High School diploma or equivalency and three years of progressively responsible administrative/office management experience; or graduation with an associate’s degree in Secretarial Science, Business Administration, or a related discipline and one year of progressively responsible administrative/office management experience; or bachelor’s degree, preferably in Business Administration or a related discipline; or equivalent combination of training and experience.
All degrees must be received from appropriately accredited institutions.

Departmental Required Skills
  • Outstanding interpersonal and customer service skills.
  • Must be reliable, dependable and have significant experience supporting an executive level employee in a professional setting.
  • Must have the ability to follow directions, to work independently with some oversight, and to meet requested deadlines.
  • Ability to respect and maintain confidentiality and exercise professionalism and discretion when dealing with internal and external constituents.
  • Strong verbal and written skills.
  • Must be detail oriented and organized.
  • Proficient with Microsoft Office programs (or similar software).
  • Must have the ability to pick up new software applications with minimal hands-on instruction and self-train through exploration of an application’s features and independent on-the-job training using manuals and on-line general guidance or self-knowledge.
  • Must be able to exercise good judgment and demonstrate initiative and drive for excellence in a professional setting.

Preferred Experience, Skills, Training/Education
  • Familiarity of Business Operations at NCSU including use of MyPack Portal System, PeopleSoft, Marketplace, CAMS Inventory, PCR-360, or other similar systems.
  • Experience with Google Applications and Worldox.
  • Bachelor’s Degree and/or at least two-three years of related experience.
  • Experience in event planning and logistics involving on/off-site meetings.
  • Knowledge of practices, protocols, and terminology unique to the legal profession.
  • Knowledge of higher education environments and understanding of State Government operations, preferred but not required.
  • Notary Public Commission preferred but not required.
  • Prior law office assistant experience or paralegal certification preferred but not required.

Required License or Certification

N/A

Special Instructions

This posting is a re-opening of a position posted earlier in the year. If you have already applied to this position, you do not need to re-apply and your application materials remain under consideration.

In addition to your application please submit a resume, cover letter, and the contact information for at least three professional references.

Please make sure that the work history listed on your application is identical to the work history listed on your resume.

Job Open Date 02/25/2020
Must Be Open Until- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.) 09/18/2020
Is this position partially or fully funded on ARRA stimulus monies? No
Proposed Hire Date 10/01/2020
Alternate Option

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

AA/EOE

NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate[at]ncsu.edu. Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. If highest degree is from an institution outside of the U.S., final candidates are required to have their degree equivalency verified at www.wes.org or equivalent service. 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.

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