Executive Assistant

Job description

Posting Information

Position Information

Position TypePermanent Staff (SHRA)Is this an internal only recruitment?NoPosition TitleExecutive Assistant - ContributingWorking TitleExecutive AssistantPosition Number00057685Vacancy IDP010609Budgeted Hiring Range$31,200-$47,954Pay Band Information

To learn more about the pay band for this branch and role, please see the Career Banding rates spreadsheet.

Salary Grade EquivalentGN06Full-time/Part-time Permanent/Time-LimitedFull-Time PermanentIf time-limited, estimated duration of appointmentHours per week40Work Schedule

Monday-Friday; 8am-5pm

Department Name and NumberAckland Art Museum-520500Date First Posted08/16/2019Closing Date08/22/2019Position LocationChapel Hill, NCPosition Posting CategoryAdministrative/Clerical Support Position Summary Information

Department Description

Featuring a year-round calendar of special exhibitions and dynamic public programs, the Ackland Art Museum on the University of North Carolina at Chapel Hill’s historic campus is a local museum with a global outlook that bridges campus and community. Admission to the Ackland is free and accessible to all. The Ackland’s holdings include more than 18,000 works of art. The collection spans all cultures and time periods, showcasing the breadth of human creativity. A vital teaching resource, the museum’s mission is the art of understanding. Visitors can connect with the complexity and beauty of the wider world by getting close to art – the familiar, the unexpected, the challenging.

Equal Opportunity Employer

The University of North Carolina at Chapel Hill is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender, gender expression, gender identity, genetic information, race, national origin, religion, sex, sexual orientation, or status as a protected veteran.

Position Description

The Executive Assistant provides high-level project and administrative support to the Director and contributes to the support of wide-ranging internal and external functions of management initiatives, administrative processes, and special projects. S/he is responsible for managing the administrative needs to ensure that the Director’s time is effectively allocated and that the Director has the information/materials needed to advance the priorities and meet goals for the Ackland.

Responsibilities include:

Executive support:
• Provides executive-level support for the Director of the Ackland Art Museum, including: management of the director’s task pipeline, email, calendar, completion of expense reports, recording of meeting
agendas and minutes, arrangement of complex and detailed travel plans and itineraries.
• Serves as the director’s liaison to various internal and external constituencies, including screening correspondence and telephone calls, keeping the director informed of all matters requiring attention.
• Composes correspondence; develops, reviews, and edits presentations and documents; researches and/or compiles materials needed for presentations and decision-making purposes.
• Anticipates and tracks critical dates, events, and actions for the Director to follow up with appropriate parties to ensure deadlines are met.
• Creates and updates records and ensuring all pertinent information and supporting materials are retained.

Operational support:
• Serves as first point of contact for all second floor visitors and callers to the main phone line, appropriately responding to each or delegating to staff in a timely manner.
• Manages incoming and outgoing mail and package processing; receive and deliver all mail, deliveries, and pick-ups.
• Provides logistical support in the event of activation of the emergency response plan.
• Provides logistical support for on-site conference room; coordinates the schedule and use, audio-visual equipment, and supplies as needed.
• Supervises interns and work-study students.
• Liaises with university departments that provide services to the museum, such as Facilities, Housekeeping, and Parking, as well as other university departments with which the museum has relationships, such as the Provost’s Office.

Development support:
• Manages National Advisory Board meeting logistics, including securing venues, catering, arrangements of transportation, and/or lodging as needed. Produces associated printed materials, assists in the preparation of agenda, and accurately records and distributes minutes.
• Provides clerical and logistical support for special events as needed.

Project support:
• Serves as the project manager of multiple pan-museum committees, high-profile projects, and projects affecting multiple intra-museum departments.

Other duties as assigned.

Minimum Education and Experience Requirements

High school diploma or equivalency and three years of progressively responsible administrative/office management experience; or 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.

Essential Skills, Knowledge and Abilities

• Advanced knowledge of office productivity software such as Microsoft Outlook, Word, PowerPoint, and Excel.
• Customer service approach to communication.
• Experience managing a project to completion.
• Comfort with multi-tasking.
• Comfortable interacting with all levels of museum, university, and community.
• Ability to work independently.
• Must be able to react quickly to changing situations.

Preferred Qualifications

• Prior experience with similar responsibilities.
• Ability to anticipate needs and take action accordingly.

Required Licenses/Certifications Special Physical and Mental RequirementsPosition/Schedule RequirementsEvening work occasionallyPosition AttributesStimulus/ARRA FundedNoQuick Linkhttp://unc.peopleadmin.com/postings/167523 Contact Information

Office of Human Resources Contact Information

If you experience any problems accessing the system or have questions about the application process, please contact the Office of Human Resources at (919) 843-2300 or send an email to [email protected]

Please note: The Office of Human Resources will not be able to provide specific updates regarding position or application status.

Applicant DocumentsRequired Documents
  1. Curriculum Vitae / Resume
  2. Cover Letter
Optional Documents
    Posting Supplemental Questions

    Required fields are indicated with an asterisk (*).

    1. * Please select the response below that best describes your experience/education for the Executive Assistant position.
      • Bachelor's, Master's, Doctorate degree preferably in business administration or a related discipline.
      • Associate's degree in secretarial science, business administration, or a related discipline and 1 year of progressively responsible administrative/office management experience
      • Combination of post-high school education and/or progressively responsible administrative/office management experience area to equal at least 3 years. (eg. Associate degree and 1 year of experience)
      • High school diploma/GED and at least 3 years of progressively responsible administrative/office management experience
      • Did not complete high school but have a combination of high school education and administrative/office management experience to equal 7 years. (1 year of high school and 6 years of related experience)
      • None of the above




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    Job No:
    Posted: 8/16/2019
    Application Due: 8/28/2019
    Work Type: