Executive Assistant I

State of North Carolina • Moore County, NC

3d • Onsite

About The Position

This position serves as Executive Assistant to the Division Engineer and the Deputy Division Engineer located in the Carthage Division 8 Office. The primary purpose of this position is to provide a full range of executive-level support, including but not limited to: Calendar Management by maintaining daily schedules, tracking deadlines provided by the Division or Deputy Division Engineers or in emails for legislative inquiries, making appointments, planning and arranging meeting logistics and invitations. Communication and Gatekeeping by screening phone calls, coordinating 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; Information Security by acting as main point of contact, handling sensitive data, emails, strategic plans and private conversations with strict confidentiality and discretion. Project and Office support with tracking project deliverables and supporting Division Safety Unit. 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 Management and based on the Division needs, including but not limited to special projects, facilitating internal communications, supporting other staff, and program coordination. Must be able to legally operate a motor vehicle.

Requirements

• 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.
• Must be able to legally operate a motor vehicle.

Nice To Haves

• Considerable knowledge of program services, policies, procedures, rules, laws and regulations
• Considerable 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

Responsibilities

• Calendar Management by maintaining daily schedules, tracking deadlines provided by the Division or Deputy Division Engineers or in emails for legislative inquiries, making appointments, planning and arranging meeting logistics and invitations.
• Communication and Gatekeeping by screening phone calls, coordinating 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.
• Information Security by acting as main point of contact, handling sensitive data, emails, strategic plans and private conversations with strict confidentiality and discretion.
• Project and Office support with tracking project deliverables and supporting Division Safety Unit.
• Daily review of email correspondence and dissemination of certain messages to appropriate staff members.
• 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.
• Provide administrative support to the Division and Deputy Division Engineers applying independent judgment and decisions within established guidelines.
• Assume Division specific duties and requirements as directed by the Division Management and based on the Division needs, including but not limited to special projects, facilitating internal communications, supporting other staff, and program coordination.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree