Executive Search Assistant

Jul 22, 2017
Institution Type
Four-Year Institution

Position Number: 00100509

Primary Function of Organization Unit: Founded in 1887, North Carolina State University (NC State) is an institution distinguished by its exceptional quality of research, teaching, and service. It is the largest university in the state, with more than 34,000 students and 8,000 faculty and staff. NC State is one of two research-extensive institutions in the 17-campus University of North Carolina system. It is classified by the Carnegie Foundation as one of only 31 universities nationwide with both "very high" research activity and notable community engagement. NC State consistently ranks among the nation's top public universities and best higher-education values. NC State is organized into 10 colleges that cover a diversity of fields. As a land grant university, NC State has the unique mission of serving the citizens of NC through technical assistance, publications, professional development, lifelong education, distance education, extension, centers, and institutes. The University has a presence in all 100 counties in NC. The Division of Human Resources encompasses the functional areas of talent and organizational solutions (classification, employment, compensation, organization design, background check program, temporary services, international employment, and executive search); benefits, payroll, employee relations, training and organizational development, and HR information management. These services are provided for approximately 4,000 SPA employees, approximately 2,000 EPA employees, and approximately 2,000 faculty. The Division must use a strategic University-wide approach for HR functions and provides human resources leadership to University administration, managers, and employees. Executive Search Services provides comprehensive executive search assistance for executive and high level and critical positions at the University (Deans, Vice Chancellors, Associate and Assistant Vice Chancellors and Provosts, Directors, Department Heads, etc.). The services range from consultation and advice on search and recruitment strategies to managing logistics of searches and on to finalization of offers and relocation.

Essential Job Duties: The Executive Search Assistant works with a peer position to provide technical and logistical support to the Director (EHRA) and Executive Recruiter. The Director manages and guides internal search services and related activities with very high expectations for accuracy, timeliness, and customer service. The Assistant independently plans, schedules, and coordinates logistical and technical tasks related to candidate identification, screening, interviewing, relocation, and follow up. The Assistant also handles appropriate purchases and billing for goods and services related to the searches. He/she also produces correspondence, search materials, job prospectus documents, advertisements, reports, online feedback surveys, agendas, itineraries, and marketing materials. The Assistant is a part of the search team responsible for building and cultivating effective relationships with hiring administrators, nominating committee members, prospective candidates, active candidates, and past candidates. Relationship management is key to the success of the program. The Assistant also functions as a "junior" recruiter, assisting with passive candidate identification, outreach, and tracking. She/he helps develop the pipeline of candidates that the Executive Recruiters use to source qualified candidates for vacant positions. The Executive Search Assistant provides technical support to nominating and search committees: coordinates participants for meetings; plans logistics such as meeting space, dates, meals, parking, travel, technical equipment, and materials; ensures confidentiality agreements are obtained; processes PeopleAdmin actions; develops, places, and invoices for advertisements in a multitude of print and online sources; schedules interviews and handles logistics; makes travel arrangements for candidates; coordinates relocation program participation; and regularly corresponds with candidates and administrators. The Assistant also maintains the official search files per state and federal regulations; coordinates participation from General Counsel and OIED in meetings as appropriate; processes reimbursements to candidates; independently handles search inquiries; and posts meetings on the university master calendar as required by regulations. The activities and effectiveness of the Assistant directly affects the reputation and success of Executive Search Services. There are typically 10 - 15 searches active at any given time so the coordination of activities for all of these at once is extremely complex.

Minimum Education/Experience:

Department Required Skills: Relevant experience in human resources, business, financials, or sales that transfers to the position duties. Advanced abilities with software and online tools. Excellent verbal and written communication skills and high level of professionalism. Strong organizational skills and the ability to manage multiple priorities successfully.

Preferred Experience, Skills, Training/Education: Prefer related education and and some experience in staffing, event management, or other closely related field. Experience processing, arranging, and/or creating travel arrangements. Experience coordinating logistics for events and meetings.

Necessary Licenses and Certifications: The core responsibilities of this position require a valid driver's license be obtained within 60 days of employment and must be maintained as a condition of employment.

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.

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 verified at "www.wes.org":http//wes.org. Degree must be obtained prior to start date.

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.