Executive Assistant

UNC-Chapel Hill•Chapel Hill, NC

About The Position

This is a re-post. Previous applicants are still being considered and need not reapply. The Graduate School is recruiting for two Executive Assistant positions (20074622 and 20053773.) By applying to this posting you will be considered for both positions. The Executive Assistant position in The Graduate School plays a vital role in providing high-level administrative support to Graduate School leadership and ensuring efficient day-to-day operations. This role requires a proactive, detail-oriented professional with exceptional organizational skills, strong communication abilities, and the discretion to handle confidential information. The Executive Assistant supports the leadership team with routine administrative functions as well as special projects and initiatives. Responsibilities include gathering information, compiling data, and preparing reports or presentations as needed. General administrative support encompasses calendar management, travel coordination, office operations, and other duties as assigned. This position also provides comprehensive administrative coordination for events across all Graduate School functional areas. In collaboration with leadership and functional unit teams, the Executive Assistant develops and maintains event plans, monitors event budgets, and works closely with the Finance and Operations team to ensure accurate and timely payments. The role includes developing and maintaining an annual master schedule of all Graduate School student events, identifying opportunities for efficiency and cross-functional collaboration. In addition to centralized planning, the Executive Assistant provides direct support for conferences and events, including venue booking, logistical coordination, catering and materials orders/errands, and pre- and day-of-event support. The Executive Assistant provides on-site administrative support at the Graduate Student Center to ensure the efficient operation of this event facility, as well as on-site support in Graduate School administrative offices as needed. The role requires building and maintaining effective working relationships with faculty, staff, students, and external partners, serving as a primary point of contact and liaison across departments and stakeholders. The Executive Assistant reports directly to the Associate Dean for Administration.

Requirements

Proactive
Detail-oriented
Exceptional organizational skills
Strong communication abilities
Discretion to handle confidential information

Responsibilities

Provide high-level administrative support to Graduate School leadership.
Ensure efficient day-to-day operations.
Support the leadership team with routine administrative functions as well as special projects and initiatives.
Gather information, compile data, and prepare reports or presentations as needed.
Calendar management
Travel coordination
Office operations
Provide comprehensive administrative coordination for events across all Graduate School functional areas.
Develop and maintain event plans.
Monitor event budgets.
Work closely with the Finance and Operations team to ensure accurate and timely payments.
Develop and maintain an annual master schedule of all Graduate School student events.
Identify opportunities for efficiency and cross-functional collaboration.
Provide direct support for conferences and events, including venue booking, logistical coordination, catering and materials orders/errands, and pre- and day-of-event support.
Provide on-site administrative support at the Graduate Student Center.
Build and maintain effective working relationships with faculty, staff, students, and external partners.
Serve as a primary point of contact and liaison across departments and stakeholders.