Executive Assistant/Legal Assistant

State of North Carolina•325 N. Salisbury Street Wake, NC

11d•$45,431 - $60,141•Onsite

About The Position

This position provides high level administrative, operational, and coordination support to the Department’s Executive Leadership Team and the Office of General Counsel, ensuring smooth executive operations and effective management of administrative processes. Serving as a central point of contact, the role oversees complex executive support functions, including calendar management, meeting preparation, travel coordination, event logistics, and communication with internal and external stakeholders. The employee independently screens and prioritizes calls, emails, visitors, and inquiries—often involving confidential or sensitive matters—and prepares clear, well organized executive correspondence and documentation such as memos, letters, agendas, and reports. Acting as an interdepartmental liaison, the position supports communication between leadership, legal staff, and DOA divisions on administrative inquiries and documentation needs. The role also assists with fiscal processes such as travel authorizations, reimbursements, invoices, and direct pay requests, and contributes to departmental engagement initiatives including employee committees and statewide campaigns. Through strong judgment, professionalism, and attention to detail, the employee ensures that executive and administrative operations run efficiently, deadlines are met, and leadership is equipped with the information and support necessary to advance departmental priorities. This position reports to the General Counsel but provides general support to Secretary and leaders in the Executive Suit.

Requirements

Considerable knowledge and abilities to apply administrative and legal program knowledge in performance of administrative support tasks.
Must be able to identify and understand issues, problems, and opportunities by determining proper courses of action and appropriate solutions to problems.
Must be able to clearly communicate and present ideas effectively in written form; ability to edit, organize, interpret, and structure content to meet executive staff business needs.
Must display excellent skills towards the application of data research knowledge and content analysis to effectively review and organize legal and administrative documents.
Exercise sound judgment in planning, prioritizing tasks, and building positive relationships across all organizational levels
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 legal/administrative/office management experience; or High school or General Educational Development (GED) diploma and four years of progressively responsible legal/administrative/office management experience; or an equivalent combination of education and experience.

Responsibilities

Supports the Department’s Executive Leadership Team and the Office of General Counsel, ensuring smooth executive operations and effective management of administrative processes.
Performs essential administrative and compliance duties, including formatting and organizing legal documents to ensure accuracy, consistency, and adherence to agency standards.
Assists with fiscal processes such as travel authorizations, reimbursements, invoices, and direct pay requests, and contributes to departmental engagement initiatives including employee committees and statewide campaigns.
Assists with the Boards and Commissions under NCDOA in document/material preparation., logistics, planning, etc.
Assists with ethics compliance by monitoring required State Ethics Act filings, training deadlines, and maintaining the agency Gift Tracker.
Oversee the NC State Clearinghouse submissions and help maintain organized electronic and physical legal files in accordance with DOA’s records and retention requirements.
Serves as a liaison to the State Archives and assists with retention and compliance activities under the Chief Records Retention Officer.
Works with the paralegal and public records team, the employee helps facilitate public records request responses, including document collection and redaction under attorney supervision.
Responsible for coordinating with DOA divisions on document requests and compliance matters, and tracking deadlines for contract reviews, case related timelines, and other time sensitive administrative activities.