Executive Assistant

Job description

Posting Number:

PG191070SP

Internal Recruitment:

No

Working Title:

Executive Assistant

Anticipated Hiring Range:

Commensurate with Experience

Work Schedule:

Flexible; Usually Monday - Friday between 8:00 am - 5:00 pm

Job Location:

Raleigh, NC

Department:

Internal Audit Division

About the Department:

The Internal Audit Division’s (IAD or Division) mission is to support the University in the successful achievement of it’s strategic goals. This is accomplished by serving as an independent partner to executive management, faculty, and staff in the identification and balancing of risk through objective, flexible, and proactive audit and consultation services.

IAD provides independent evaluation of the effectiveness of the risk management, control, and governance processes and makes recommendations for improvement. Much of IAD’s work is focused toward assessing efficiency and effectiveness in processes and internal controls, promotion of appropriate best practices, evaluation of regulatory and policy compliance, and prevention and investigation of potential misuse of state, federal, and university assets.

The pace of daily activities in the office is fast and processes often change to meet changing needs. As such, all IAD team members must be flexible in their focus, readily adaptable to new requirements, and able to function independently with little direct day-to-day supervision or detailed instruction.

Essential Job Duties:

The Executive Assistant serves as the administrative management assistant to the Director of Internal Audit, a SAAO Tier 2 reporting directly to the Chancellor.

Primary duties of the Executive Assistant include but are not limited to the following:

  • Serving as the personal assistant and administrative support to the Director and secondarily as administrative support to the Internal Audit Management Team. This is a very fast pace environment with daily activities and processes that often change to meet the needs of the office.
  • Serving as the first point of contact for internal and external persons reporting potential issues including fraud and misuse of funds.
  • Handling highly sensitive information, serving as the initial contact with those being audited and, thus, must excel at handling with tact, expediency, and accuracy individuals who may be coping with stressful, sensitive, and controversial situations.
  • Serving as the go-to person for all information related to the day-to-day operations of the office and the internal processes.
  • Anticipating and identifying potential problems that could impact the Director and management team and possible conflicting objectives and assisting in providing solutions for individual and organizational problems.
  • Assisting and, in many instances, taking the lead in organizing and managing the work flow in the office including the formulation of appropriate and effective strategies for achieving balanced office workload and project management.
  • In collaboration with the Director, this position is responsible for day-to-day oversight of Division fiscal matters such as budget planning and budget analysis. Ability to analyze financial data and make sound recommendations regarding allocation of expenses to the Director.
  • Performing reconciliations of all accounts and advising Director of need for budget or journal revisions.
  • Analyzing financial data and making sound recommendations regarding budgeting and allocation of expenses to the Director
  • Monitoring and managing the overall budget for the Director by reporting expenditures and allocation of funds and sources on a weekly basis.
  • Managing the Director’s and Assistant Director’s schedules, prioritizing and negotiating between the Division’s and University’s needs in establishing meetings, staying cognizant of the deadlines, and annual time frames for reporting.
  • Managing and prioritizing the needs of the Management Team in relation to overall organizational and Director needs.
  • Integrating the Director’s workflow and to-do lists into time management and calendaring system.
  • Accessing and retrieving data and creating ad hoc reports from the audit project management Excel Spreadsheets and Microsoft Project, as needed by the Director and the management team.
  • Preparing metrics and reports for the UNC System Office and the Council of Internal Audit. Creating graphics & data visualizations to present the metrics to NCSU leadership.
  • Creating the Division’s annual report, brochure, training materials, and other documents and presentations as needed using Microsoft publishing tools.
  • Developing and maintaining a logical system of filing both electronic and hard-copy data documents for the office general files and the Director’s files.
  • Maintaining and updating the Division’s website information.
  • Maintaining office equipment and supply inventory and making purchases when needed.
  • Serving as the first point of contact within the office for technology support (e.g., assisting with Google Mail and Google Calendaring, contacting Help Desk for Division-wide issues or Active Directory issues.
  • Attending OIT’s LANTech, Business Connections, and HR Connections meetings and reporting back to the Division.
  • Taking and maintaining comprehensive meeting notes at team meetings and as required.

Other Responsibilities:

Perform other duties as assigned by the Chief Audit Officer & Director, Internal Audit Division.

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.

Other Required Qualifications:

  • Must have exceptional, logical organization skills and filing competencies.
  • Self-motivated and proactive in approach to tasks and areas within purview.
  • Must demonstrate exceptional communication and interpersonal skills in both written and verbal communications.
  • Must be able to function independently with little direct day-to-day supervision or detailed instruction.
  • Ability to efficiently handle multiple tasks requiring a high degree of attention to detail.
  • Must be able to identify and anticipate problems for the Director and/or management team and possible conflicting objectives.
  • Experience in creating simple queries into management software systems and compile appropriate data.
  • Excellent judgement in capturing critical data from discussions of projects and campus risk assessment (includes taking meeting minutes and picking up essential information from less formal conversation).
  • Ability to identify critical components of internal processes, what is not efficient or effective, and identify possible solutions.
  • Must be flexible in their focus, readily adaptable to new requirements, and able to function independently with little direct day-to-day supervision or direct instructions.
  • Ability to create budget and expenditure spreadsheets in MS Excel is essential.
  • Experience tactfully handling and negotiating with individuals under stress or with conflicting priorities.

Preferred Qualifications:

  • Prefer candidate with NCSU administrative experience working in a complex, rapid-paced administrative office.
  • Prefer experience with gathering data and reporting metrics; basic math skills dealing with percentages.
  • PeopleSoft Financial and HR experience is preferred.
  • Demonstrated competency in Microsoft Office Applications
  • Experience with data visualization and graphic representation of metric data
  • Have or can rapidly develop good grasp of auditing, accounting and business practices and general IT concepts.

Required License or Certification:

N/A

Valid NC Driver's License required:

No

Commercial Driver's License Required?:

No

Job Open Date:

05/07/2021

Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.):

05/13/2021

Special Instructions:

In addition to your application please submit a resume and cover letter.

Please make sure that the work history listed on your application is identical to the work history listed on your resume.

Position Number:

00065221

Position Type:

SHRA

Position Classification Band Title:

Executive Assistant

Position Classification Band Level:

Advanced

Position Classification Salary Range:

$31,200 - $71,976

Salary Grade Equivalency:

72

Alternate Option:

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

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

Time Limited Position:

No

Is this position partially or fully funded on ARRA stimulus monies?:

No

Department Id:

014101 - Internal Audit Division

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.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or [email protected] 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 equivalency verified at www.wes.org or equivalent service. 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.

 

 

 

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Job No:
Posted: 5/7/2021
Application Due: 5/13/2021
Work Type: Full Time
Salary: