Executive Assistant I

State of North Carolina

11h

About The Position

THIS IS AN ANTICIPATED VACANCY. Please note that all positions close at 12:00 AM on the posted closing date. You must apply by 11:59 PM prior to the posted closing date. “INTERNAL POSTING-Only temporary or permanent NCDOT employees or layoff candidates with the NC Department of Transportation eligible for RIF priority reemployment consideration as described by GS 126 May Apply” This position serves as Executive Assistant to the Division Engineer and the Deputy Division Engineer. The primary purpose of this position is to perform a full range of executive-level support, including maintaining daily schedules, tracking deadline provided by the Division or Deputy Division Engineers or in emails for legislative inquiries, from the Chief’s or other sources, making appointments, planning and arranging meeting logistics and invitations, coordinating of and helping develop the preparation of advance agenda material and presentations for meetings and the ability to proofread and correct typed response before they go out. Position will require daily review of email correspondence and dissemination of certain messages to appropriate staff members and will maintain a working knowledge of high priority items and tasks for the Division and Deputy Division Engineers, assisting in the timely response, proofreading and handling of these items. Position will provide administrative support to the Division and Deputy Division Engineers applying independent judgment and decisions within established guidelines. Assumes Division specific duties and requirements as directed by the Division and Deputy Division Engineers and based on the Division needs, including but not limited to special projects, facilitating internal communications, training other staff, program coordination, and policy/procedures maintenance.

Requirements

• Detailed knowledge of program services, policies, procedures, rules, laws and regulations
• Detailed knowledge of office practices, techniques, and technology to sufficiently perform at this level of work
• Demonstrated ability to explain and interpret program information to clients/customers and staff
• Demonstrated ability to present ideas clearly and effectively in written form; ability to create and edit, adjusting language or terminology to meet needs of the audience or as appropriate; ability to use correct grammar, organization, and structure
• Demonstrated ability to establish and maintain effective working relationships with staff and other members of the organization
• Bachelor’s degree, preferably in business administration or a related discipline from an appropriately accredited institution; or Associate’s degree in secretarial science, business administration, or a related discipline from an appropriately accredited institution and two years of progressively responsible administrative/office management experience; or High school or General Educational Development (GED) diploma and four years of progressively responsible administrative/office management experience; or an equivalent combination of education and experience.

Responsibilities

• maintaining daily schedules
• tracking deadline provided by the Division or Deputy Division Engineers or in emails for legislative inquiries, from the Chief’s or other sources
• making appointments
• planning and arranging meeting logistics and invitations
• coordinating of and helping develop the preparation of advance agenda material and presentations for meetings and the ability to proofread and correct typed response before they go out
• daily review of email correspondence and dissemination of certain messages to appropriate staff members
• maintaining a working knowledge of high priority items and tasks for the Division and Deputy Division Engineers, assisting in the timely response, proofreading and handling of these items
• providing administrative support to the Division and Deputy Division Engineers applying independent judgment and decisions within established guidelines
• assuming Division specific duties and requirements as directed by the Division and Deputy Division Engineers and based on the Division needs, including but not limited to special projects, facilitating internal communications, training other staff, program coordination, and policy/procedures maintenance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level