Executive Assistant

Executive Assistant

You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran's Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T 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. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.

Employee Benefits available to NC A & T permanent employees include the following and more:

Posting Details

 Classification Information 

Position/Classification Title  | Executive Assistant
Classification Type  | SHRA
Position required to work during periods of adverse weather or other emergencies:  | A - All Emergency and Pandemic On SIte
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.
Preferred Years Experience, Skills, Training, Education  | Bachelor’s Degree with relevant technical, administrative, and human resources experience.
Required License or Certification  | 

 
Position Overview 

Primary Purpose of Position 
The Executive Assistant provides direct administrative support to the Executive Director of Housing and Residence Life, through efficiently managing the Executive Director’s time, providing information necessary for decision making, and monitoring and resolving issues. The Executive Assistant is responsible for managing the Executive Director’s calendar, including appointments, meetings, travel, and events. This position requires keen interpersonal skills to facilitate communication among employees, executives, Board members, University staff and others. The Executive Assistant has a clear understanding of the organization and the Executive Director’s role within the university framework. Coordinates daily office operations, provides support for special projects, prepares correspondence and presentation materials for meetings.

Primary Function of Organizational Unit  | Housing & Residence Life at North Carolina Agricultural and Technical State University is committed to providing a stimulating living environment that is affordable, safe, comfortable, clean and responsive to a diversified and changing student body. We strive to achieve this through servicing the students with activities, experiences, and opportunities that complement the University’s educational experience and the student’s own goals and aspirations. Service is our motto.

Work Hours  | 8am - 5pm; Monday - Friday; generally

Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies.  | On-site (Employees are primarily in the office and/or have a critical job requirement that requires dedicated office space on-site)

 
Key Responsibilities and Related Competencies 

Required Competency  | Knowledge - Program

Duties 
Completes daily work to meet established deadlines and staff/client needs. Manages Executive Director’s preparation for meetings and events, coordinating and preparing presentations. Researches and analyzes associated issues and/or compiles materials needed for presentation and/or decision making purposes independently. Collects, organizes, and disseminates program information. Prepares reports, memos, letters and other documents, using word processing, spreadsheet, database, or presentation software. Designs, plans, implements, and coordinates company meetings/events such as coordinating catering for luncheons, committee and other meetings. Considers the relative costs and benefits of potential actions to choose the most appropriate one. Attends meetings to record minutes. Maintains strict confidentiality on all matters involving staff, correspondence, communications, budgets and administrative matters. Uses relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards. Answers phone calls and direct calls to appropriate parties or takes messages. Ability to research and learn State, federal and client policies and procedures affecting HR program area(s), demonstrated by the ability to routinely apply them to staff/client needs. Must possess general knowledge of the purpose of the department’s organization including its mission, services, clients and measures of business effectiveness in order to understand the relationship between HR activities and successful mission accomplishment. Ability to process daily HR actions and requests according to appropriate State, federal and department/university policies and procedures. Refers non-routine issues and problems to supervisor or HR. Ability to use contemporary applicable technology, web-based data systems and programs needed to complete work assignments. Participates as a team member to accomplish work activities within the department.

Required Competency  | Communication - Verbal/Written
Duties 
Drafts, prepares, edits, and proofreads correspondence, often of a sensitive, confidential, and/or time-sensitive nature. Applies knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Communicates effectively in writing as appropriate for the needs of the audience. Provides information to supervisors, co-workers, and subordinates by telephone, in written form (email, letter memo), or in person. Communicates with people outside the department/university. Screens all incoming calls, provides responses and re-directs when necessary; keep the Executive Director informed of all matters that require their attention. States verbal and written messages in a clear manner and uses HR terms and examples that are understandable to staff. Relays HR information and explains HR processes to staff; responds to staff needs within established parameters. Uses correct grammar, punctuation, and spelling to communicate basic information. Communicates by email, letter, or memorandum to request information needed to process HR transactions or to report factual information regarding actions. Documents actions as requested or according to guidelines. Some or all communication may require review by HR staff member or supervisor.

Required Competency  | Problem Solving
Duties 
Examines data to grasp issues, draw conclusions, and solve problems. Uses knowledge of the organization to solve problems and accomplish goals. Understands the implications of new information for both current and future problem-solving and decision-making. Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. Develops and maintains productive and collaborative work relationships and responds promptly and accurately to clients based on established policies and procedures. Explains established HR procedures and practices in terms of client needs and business results and goals. Follows up on issues needing policy interpretation with HR staff or supervisor and responds back to staff/clients.Required
Competency  | Information/Records Administration
Duties  | Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution. Opens, sorts, and distributes incoming correspondence for Executive Director, including faxes and email. Applies knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology. Uses computers and computer systems (including hardware and software) to set up functions, enter data, or process information. Records information from meetings or other formal proceedings. Transcribes spoken or written information. Keeps up-to-date technically and applies new knowledge to job duties. Uses contemporary applicable data management systems to maintain and monitor data for assigned HR program area(s). Gathers routine information and compiles standard reports based on specific requests. Explains and demonstrates for clients how to use software, databases and related HR forms and tools.

 Position Information 

Working Title  | Executive Assistant
Competency Level  | Journey
Position Number  | 005223
Recruitment Range  | $50,000 - $54,717
FLSA  | Non-Exempt
Appointment Type  | Permanent - Full-time
FTE  | 40 hours/week, 12 months
If Time Limited, Appointment Length  |
Organizational Division  | Housing & Residence Life
Organizational Location  | VC for Student Affairs
Organizational Unit  | Housing & Res Life Assignments

 Posting Detail Information 

Posting Number  | SHRA2957
Open Date  | 06/10/2025
Close Date  | 06/30/2025

Special Instructions to Applicant  | You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran’s Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T 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. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.

Employee Benefits available to NC A & T permanent employees include the following and more:

Accrued Vacation and Sick Leave for Eligible Employees Community Service Leave Aetna – State Health Benefits of North Carolina NCFlex – Vision, Dental, Flexible Spending Account, Life Insurance and more 12 Paid Holidays Teachers and State Employees Retirement System (TSERS) Optional Supplemental Plans – 401k, 403b, 457b and 457 Employee Assistance Program (EAP) Campus Recreation Center Discount University Bookstore Discount
 
 This position may be eligible for a remote or hybrid work arrangement, consistent with university and state policies. N.C. A&T employees are generally required to reside in North Carolina, within a 2-hour commuting distance of their assigned duty station.

Quick Link  | https://jobs.ncat.edu/postings/37641

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Contact Division of Human Resources
 Phone: (336) 334-7862
 Fax: (336) 285-2799
 Email: hr@ncat.edu