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Department: 390101 - Office of Global Engagement

Location: Raleigh, NC

Essential Job Duties:
The Executive Assistant serves as the principal administrative aide to the Vice Provost for Global Engagement and advances the University's mission through effective operational support for the Office of Global Engagement (OGE).

Description of Work Responsibilities

1. Executive Support and Scheduling: Strategically manage the Vice Provost's calendar and time commitments. Ensure timely progression of the daily schedule through active management of visitors and meetings. Assess availability of meeting guests; locate and secure meeting space; prepare agenda and background materials; confirm guest attendance; and arrange video conferencing, technical support and/or catering as needed. Draft, edit and share summaries for various meetings and/or committees as needed.
2. Office Operations: Oversee daily activities and business needs for Primrose Hall. Submit and monitor maintenance requests, manage office supply inventory and liaise with OIT for computing and phone services. Utilize PeopleSoft financial system to reconcile P-Cards, prepare travel and expense reports and serve as a back up for voucher entry. Manage Primrose Hall conference room and Global Courtyard schedules. Coordinate postings, hiring and supervision of work study employees. Maintain documentation of OGE operations and business processes and ensure that all files are properly labeled, dated and archived.
3. Communications: Prepare accurate and professional communication materials for the Vice Provost. Examples include letters of invitation, award notifications, memos, meeting minutes, updates for global partners, and itineraries for visitors and international delegations. Manage the NC State Global general email account. Track and follow through on all inquiries and requests.
4. Meetings and Events: Manage logistics and scheduling for recurring meetings and special events. Create and maintain basic budgets for larger-scale events. Support key OGE committees and working groups and provide meeting notes/summaries as requested. Submit requests for campus leadership speaking engagements as needed.
5. Reception and Campus Visits: Provide welcoming and responsive reception services for OGE. Greet visitors and manage incoming phone and email inquiries. Provide logistical support for campus visitors. Assist in drafting itineraries, scheduling campus meetings and tours, and preparing printed materials. Provide assistance with hotel reservations and local transportation when appropriate.
6. Travel Preparation: Research and plan domestic and international travel for the Vice Provost, including hotel and transportation logistics. Provide detailed itineraries, supporting documents, and briefing materials for travel. Complete necessary registrations, insurance enrollment, expense reports and reimbursement requests. Maintain working knowledge of NC State travel policies and coordinate with other University offices as needed.
7. Other Duties as Assigned: Be an active contributor to programs and priorities of NC State Global and carry out other responsibilities as assigned by the Vice Provost.

Other Work/Responsibilities:

• Other work responsibilities as directed by Vice Provost.

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.

Required Qualifications:

• Strong organizational skills and attention to detail. Ability to effectively manage multiple projects simultaneously and in various stages of development. Ability to prioritize work and adapt to changing priorities.
• Demonstrated experience managing complex calendars and scheduling tasks.
• Strong interpersonal oral and written communications skills. Ability to establish and maintain effective relationships with a variety of constituents both on and off campus.
• High degree of professionalism and commitment to ensuring confidentiality at all times.
• Ability to independently research information and prepare the Vice Provost for meetings, presentations and travel.
• Ability to make independent decisions using knowledge of University policies, procedures and unit-level priorities.
• Demonstrated proficiency with google suite, Microsoft Excel, Word, and PowerPoint. Willingness to learn additional software applications as they relate to the work portfolio.
• Ability to work as part of a team that values brainstorming and collaboration, as well as capacity to work independently and take initiative.
• Willing to work both in person and remotely, and occasional evenings and/or weekends.

Preferred Qualifications:

• Demonstrated experience providing executive-level administrative support, including managing complex calendars, coordinating meetings, preparing travel arrangements, and supporting senior leaders.
• Exceptional organizational and project management skills, with the ability to prioritize multiple competing deadlines, exercise sound judgment, and adapt to changing priorities in a fast-paced environment.
• Excellent written and verbal communication skills, with the ability to prepare professional correspondence, conduct research, build effective relationships with varied stakeholders, and communicate with tact and diplomacy across cultures.
• Demonstrated proficiency with Google Workspace, Microsoft Office Suite (Excel, Word, and PowerPoint), and the ability to quickly learn enterprise systems and other software applications; experience with university business or financial systems is preferred.
• Proven ability to work independently and collaboratively while maintaining a high level of professionalism, discretion, and confidentiality in handling sensitive information and supporting executive operations.

Required license or certification:
N/A

Position Number: 00044756

AA/EEO Statement:
NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. 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.