The Executive Assistant delivers advanced, confidential executive support to the Vice Chancellor for Research and Innovation. Serving as the primary point of contact for the Vice Chancellor’s Office, the position oversees complex administrative functions, executive scheduling, event planning, communications, and stakeholder coordination across the university and with external partners. Reporting directly to the Vice Chancellor, the role exercises significant independence in managing executive-office operations, anticipating needs, and ensuring continuity of activities that enable the Vice Chancellor to focus on strategic leadership. This position plays a critical role in maintaining the efficiency, responsiveness, and professionalism of the Vice Chancellor’s Office. Essential Duties and Responsibilities: Executive Operations & Administrative Management Manages the Vice Chancellor’s complex calendar, including scheduling, prioritizing, and coordinating high-level meetings, briefings, and events. Serves as the primary administrative point of contact for internal and external stakeholders, ensuring timely and accurate communication on behalf of the Vice Chancellor. Prepares, edits, and routes executive correspondence, briefings, reports, and documentation requiring Vice Chancellor review or signature. Maintains confidential files, records, and communications with discretion and sound judgment. Serves as Leave Administrator for the Vice Chancellor, approving leave requests for the Vice Chancellor’s direct reports and ensuring the Vice Chancellor’s calendar accurately reflects scheduled leave. Serves as Travel Administrator for the Vice Chancellor, approving travel approval and reimbursement requests for the Vice Chancellor’s direct reports, specifically reviewing for errors or irregularities and appropriateness of business travel per the NC State travel manual. Event Planning & Executive Engagements Plans, organizes, and executes events hosted by the Vice Chancellor, coordinating all logistical components including scheduling, venue and room reservations, catering and technology support, preparation of materials, guest communications and invitations, alignment of the Vice Chancellor’s calendar, and day-of event logistics. Manage and triage the centralized Vice Chancellor for Research and Innovation (VCRI) attendance request process, acting as the sole owner of the primary intake inbox to ensure all incoming inquiries, event requests, and documents are screened for completeness and accuracy and responses to each are returned in a timely fashion. Communications & Stakeholder Coordination Drafts, edits, and distributes executive communications, announcements, and meeting materials. Coordinates with university leadership, faculty, staff, and external partners to support Vice Chancellor initiatives and commitments. Tracks and follows up on action items, ensuring timely completion and alignment with executive priorities. Performs additional administrative and operational responsibilities as assigned to ensure continuity and effectiveness of executive-office functions. Financial Administration & Documentation Coordination Coordinates with the ISSC Director to route and track documentation originating from the Vice Chancellor’s Office that supports financial, payroll, or funding processes. Monitors and reconciles purchasing card transactions, travel reimbursements, and other financial documentation requiring Vice Chancellor review. Assists with budget-related scheduling, documentation preparation, and coordination of materials for executive-level financial planning. Other Responsibilities Other duties as assigned. Qualifications Minimum Education and Experience Bachelor’s degree; or an equivalent combination of training and experience. Demonstrated experience providing administrative or executive-level support in a complex organization. Other Required Qualifications Ability to exercise discretion, maintain confidentiality, and use sound judgment in sensitive situations. Strong organizational and time-management skills with the ability to manage multiple priorities in a fast-paced environment. Demonstrated ability to work independently, anticipate needs, and take appropriate action without direct supervision. Excellent written and verbal communication skills. Proficiency with standard office productivity and scheduling software (e.g., Outlook, Word, Excel, Teams). Demonstrated technical systems proficiency, including pulling and summarizing reports, creating polls or surveys, and supporting virtual and hybrid meeting platforms (e.g., Zoom, Teams). Preferred Qualifications Experience supporting senior leadership in higher education, government, or a similarly complex environment. Experience with university financial systems, travel processes, or documentation workflows. Experience planning and executing executive-level events. Required License(s) or Certification(s) N/ A Valid NC Driver's License required No Commercial Driver's License required No Recruitment Dates and Special Instructions Job Open Date 06/08/2026 Anticipated Close Date Open Until Filled Special Instructions to Applicants In addition to your application, please submit a resume/ CV, cover letter, and the contact information for at least three (3) professional references. Position Details Position Number 00041492 Position Type EPS/ SAAO Full Time Equivalent (FTE) (1.0 = 40 hours/week) 1.0 Appointment 12 Month Recurring Mandatory Designation - Adverse Weather Non Mandatory - Adverse Weather Mandatory Designation - Emergency Events Non Mandatory - Emergency Event Department ID 060101 - Office of Research & Innovation (ORI) EEO

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