Executive Assistant

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.

• Work Experience in Cooperative Extension
• Ability to exercise discretion in establishing, interpreting and applying a wide range of administrative procedures and projects
• Ability to plan, assign and supervise the work of others
• Ability to establish and maintain effective and positive working relationships with colleagues at all levels of the organization, as well as external and internal constituents and the general public.
• Excellent written and oral communication skills.
• Attention to detail.
• Effective interpersonal skills
• Able to lift up to 10lbs (will be required to lift/move program materials)

• Applies substantive knowledge of the North Carolina Cooperative Extension System and its programs. The correct application of knowledge is essential to managing the duties of this position.
• Knowledge of the Extension Reporting System (ERS), One-Stop Shop is another key function of this position because of the level of interaction in the system.
• Knowledge of the 1890 land-grant system is needed to fully support the office of the Associate Administrator.
• Organize and manage the workflow within the unit. This position assists with the planning and implementation of conferences, workshops and training. There are times when this position will be required to travel to provide technical assistance.
• Independently coordinates the management of day-to-day functions related to the Associate Administrator's office.
• Serve as liaison between the Associate Administrator and the Administrators office and subordinate units by relaying instructions and information and following commitments through to completion.
• Interacts and communicates with a strong degree of judgement.
• Coordinates faculty, search committee meeting appointments, candidate travel and itineraries, approval and reimbursement of expenses and faculty recruitment database management
• Possess mastery in administrative processes with the ability to train others as needed.
• Analyzes, resolves and addresses complex problems in the organization in a fair and equitable manner with consistent application of policies and procedures. Use specific organizational knowledge in order to include appropriate resources and stakeholders in solution solving. Position must use knowledge of unique organization that is specific to this land grant institution, it's mission and it's constituency.

• Independently gathers, relay and explains information to establish and update record and to coordinate various.
• Provide professional accurate iteration when sharing information relative to programs, conferences and workshops offered by Cooperative Extension, AEA to campus and county staff, the general public, other institutions and private local and federal agencies.
• Answers questions independently and utilizes a variety of sources in acquiring information on a daily basis (i.e. website, educational material, etc.
• Creates letters, memorandums, emails, agendas itineraries, justifications, mailing list, data bases, listserves, calendars, labels etc., newsletter copy
• Review sensitive information and constructively edit content while adhering to office procedures and protocols.
• Develops creates and monitors weekly, monthly and annual reports.
• Create PowerPoint and other presentations with little supervision.
• Independently develops written correspondence on behalf of the Associate Administrator using daily email and hard copy methods.
• Must be skilled at researching, writing and analytical thinking

• Independently researches information for use in composing reports, speeches and presentations, faculty/staff records.
• Uses analysis to provide programming data and to assist in decision making in selecting venues for meetings and conferences.
• Composes narrative summaries and describe report content.
• The position manages and monitors a variety of information impacting the administrative team and organizational operations.
• Complies various departmental reports by extracting data from the Extension Reporting System (ERS). Compile extracted data from the ERS system by summarizing impacts by objectives.
• Organizes and indexes office records and files for easy retrieval including electronic files.
• Responsible for monitoring travel, program development and profession development fund expenses for staff assigned to office to monitor dollars spent and adhere to allocation provided by administration.
• Processes outgoing mail (correspondence, forms, packages, etc.) to ensure that it is received on a timely basis. Serves as resource to others concerning cloud management.
• Ensure that all leave reports are submitted in a timely manner, verify information entered and serves as approval proxy.
• Retrieve mail from departmental mail room.
• Ensures that in-house approval documentation reflects applicable funding codes that ensure transactions are accurately applied.

• Proficient in use of Microsoft office suite, especially Excel for composition and reporting. Able to use technology based tools such as Smartsheet, Rave Notification, Qualtrics, Grammarly, One Drive
• Able to operate/connect technology located in meeting rooms used for presentations, Zoom connections and training.
• Uses the following office equipment effectively: Computer, Audio-Visual, copiers and various software programs, scanners.
• Currently : One must have the ability to operate office appliances such as a computer, audio-visual equipment, copier and various software, scanners

• Maintains and coordinates the Associate Administrator's calendar. This position is the liaison for key organizational meetings, events and ensures that the office has full understanding of the meeting agenda.
• Coordinates, attends, and organizes all monthly procedural meetings and project production meetings. Delivers pertinent information about program development and production at meetings of the various Cooperative Extension units.
• Arranges program development and instructional design training for staff including making all arrangements for trainers. Position is primary contact for partnership with a NC State Extension counterpart of large events such as State Extension Conference, Annual First Night Appreciation for County Commissioners, Faculty Staff institutes, District trainings.
• Organize and manage deadlines and help manage the flow of work and help to formulate procedures and processes for staff to follow to make work more effective and efficient.
• Must be able to interpret and follow purchasing and travel guidelines.
• Pays exceptional attention to details and facts.
• Manage executive calendar, including scheduling multiple people etc.

• Accrued Vacation and Sick Leave for Eligible Employees
• Community Service Leave
• Aetna - State Health Benefits of North Carolina
• NCFlex - Vision, Dental, Flexible Spending Account, Life Insurance and more
• 12 Paid Holidays
• Teachers and State Employees Retirement System (TSERS)
• Optional Supplemental Plans - 401k, 403b, 457b and 457
• Employee Assistance Program (EAP)
• Campus Recreation Center Discount
• University Bookstore Discount
• and more