Executive Assistant

University of North Carolina at Charlotte, United States

Updated: 1 day ago
Location: Charlotte, NORTH CAROLINA
Job Type: FullTime
Deadline: ;

Position Information
General Information


Vacancy Open to All Candidates
Employment Type Permanent - Full-time
If time-limited, note appointment end date
Hours per week 40
Months per year 12
Position Number 000477
NC Salary Grade Equivalency GN10
Classification Title Executive Assistant - Journey
Working Title Executive Assistant
Salary Range $51,498 - $64,373
Anticipate Hiring Range $51,498 - $58,000
FLSA Status Non Exempt
Division Business Affairs
Department Human Resources (Adm)
Work Unit Human Resources AVC
Work Schedule
8:00 am – 5:00 pm; Monday – Friday
A Hybrid Teleworking schedule of 2 days is available once onboarded into this role.
Primary Purpose of Position
This position serves as executive assistant to the Associate VC for HR. Duties include scheduling the AVC’s time, travel planning, preparation and review of correspondence sent out under the AVC’s signature, researching select subjects, preparation of reports, maintenance of files and providing administrative support to a variety of committees which the AVC is a member of, including search committees chaired by the AVC. This position has responsibility for the departmental budget, inventory of all HR equipment and keys, website oversight in coordination with unit level subject matter experts, facilitation of the Dual Career Couples employment Assistance Program (DCCEAP), and coordination of HR renovation projects. This position also serves as the departmental space planning coordinator, social committee coordinator, building liaison, and assist with on and off-boarding of HR team members.
Minimum Education/Experience
Required Minimum Qualifications:
Graduation from high school and three years of progressively responsible administrative/office management experience; or graduation of a two-year secretarial science or business administration program and one year of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field; or an equivalent combination of training and experience.
University Preferred Qualifications:
Graduation from high school and demonstrated knowledge, skills and abilities gained through five years of progressively responsible administrative/office management experience; or graduation of a two-year secretarial science or business administration program and three years of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field and two years of progressively responsible administrative/office management experience; or an equivalent combination of training and experience.
Essential Job Duties
  • Administers the Dual Career Couples Programs.
  • Schedule events requested by the AVC.
  • Responsible for general and non-general fund account maintenance.
  • Maintain budget records in spreadsheets to reconcile financial data; identify variances and develop corrective actions in order to balance internal accounting records against Banner.
  • Use Banner Finance information for tracking expenditures from HR accounts, submitting requisitions, checking status of purchase orders, tracking payment of check requests, vendor history inquiry.
  • Obtain receipts, reconcile expenses in Banner Finance.
  • Sets departmental standard for written communication requiring the AVCs signature.
  • Draft letters to go out under the AVC’s signature.
  • Compose and disseminate email correspondence, write articles or announcements for campus newsletter.
  • Serves as a resource for others on issues and protocol.
  • Takes meeting minutes and summarize discussion for distribution to members or non participants.
  • Responsible for HR Org Chart updates.
  • Use desktop publishing to create flyers, posters and table tents.
  • Maintains key inventory and all pilferable equipment inventory and supplies inventory.
  • Coordinates surplus of all AV equipment, furniture, and miscellaneous office equipment.
  • Negotiates with vendors.
Other Work Responsibilities
  • Other related duties as assigned or desired.
Departmental Preferred Experience, Skills, Training/Education
  • Bachelor’s degree preferred.
  • 3-5 years experience as an Executive Assistant or similar administrative role supporting at the director level or above.
  • Experience overseeing budgets and expenses desired.
  • Experience developing internal processes and procedures.
  • Experience working in a confidential and discretionary environment and in handling sensitive information.
  • Intermediate to advance level proficiency in Microsoft 365 Office Suite (Word, Excel, PowerPoint); current experience using V-look up and pivot tables.
  • Superior communication skills, (verbal, nonverbal, and written) with a high level of attention to detail and professionalism.
  • Flexible and adaptive personality capable of responding to changing priorities and circumstances, with a proactive and solution-focused approach to problem-solving and accountable behaviors.
  • Highly resourceful with demonstrated ability to work independently with minimal supervision.
  • Strong organizational skills with demonstrated ability to perform and prioritize multiple tasks, manage competing demands, and meet deadlines in a fast-paced environment.
  • Ability to work collaboratively within a team-oriented environment, team player.
Necessary Licenses or Certifications
Work Location King
Posting date 03/27/2024
Closing date 04/25/2024
Proposed Hire Date 05/06/2024
Contact Information
Special Notes to Applicants
UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits
Positions are advertised for a minimum of (14) calendar days. After (14) calendar days, this posting may close prior to the stated close date or be extended to increase the candidate pool.
  • Please note this will affect the proposed hire date.


The finalist may be subject to a criminal background check and/or motor vehicle report.
Please upload reference information including ​names, position titles and company/institutions, phone numbers, and email addresses of at least ​two​ current/previous supervisors.
  • The Search Committee will not contact references without first verifying permission with the finalist​.

Please ensure your full range of knowledge, skills, abilities, experience, and education are listed on your application.
  • Do not write ‘see resume’ on your application when completing the job duties section.

Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions. (see the job duties section of previous employment).
Please submit a resume and cover letter with your application if requested.
  • These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education, and professional experience.

Similar Positions