Executive Assistant

About the role

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).

Responsibilities

• Strategically manage the Vice Provost’s calendar and time commitments.
• Ensure timely progression of the daily schedule through active management of visitors and meetings.
• Absess 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.
• 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.
• Cookordinate 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.
• Prepare accurate and professional communication materials for the Vice Provost.
• Manage the NC State Global general email account.
• Track and follow through on all inquiries and requests.
• 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.
• 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.
• Research and plan domestic and international travel for the Vice Provost, including hotel and transportation logistics.
• 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.
• Other duties as assigned.

Qualifications

• 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.
• 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.
• Prominent ability to work independently and collaboratively while maintaining a high level of professionalism, discretion, and confidentiality in handling sensitive information and supporting executive operations.