Executive Assistant

UNC-Chapel Hill•Chapel Hill, NC

13h•Onsite

About The Position

The Executive Assistant (EA) provides executive support to senior leadership at the Gillings School. The EA manages calendar and operational support, oversees administrative functions for ongoing projects, and ensures assignments, requests, and commitments of the executive are accurate, adequate, consistent, completed by deadlines, and of high quality. This role involves close collaboration with team members reporting to the executive and serves as a key liaison to the Dean’s Office team, ensuring smooth information exchange, schedule coordination, and priority alignment. The EA must analyze, prioritize, and track complex and confidential information to make efficient decisions regarding workflow and facilitate information processing. This includes managing complex schedules, anticipating schedule adjustments, prioritizing requests, troubleshooting problems, providing timely information, and reminding the executive of key deadlines. The EA must be a strong communicator, capable of independent problem-solving, answering questions, providing information, and taking authorized action on behalf of the executive. The role also involves serving as the initial point of contact for students, staff, faculty, university administrators, callers, and visitors, and working closely with the Dean’s Office administrative team for information flow and backup support. The EA must facilitate work completion at a rapid pace with routine interruptions and communicate with external research groups to understand project focuses. The EA must also consult with the Dean's Office regarding planned absences to ensure seamless support for their executive.

Requirements

Ability to analyze, prioritize, and track multiple pieces of complex and often confidential information.
Ability to make accurate, efficient decisions regarding workflow.
Ability to provide deft facilitation and processing of information and correspondence.
Skilled in anticipating when adjustments in schedules need to be made.
Sensitivity, judgment, and the ability to prioritize.
Excellent judgment about when problems need troubleshooting in a timely way.
Ability to provide executives with critical information on timely matters.
Ability to provide reminders for key deadlines and manage tracking systems.
Strong communicator, verbally and in writing.
Ability for independent problem solving.
Ability to work with a high-level team.
Ability to work closely with others on Dean’s Office administrative team.
Ability to serve as back-up, if needed, within the Dean’s Office.
Ability to consult about planned absences with the Dean’s Office.
Ability to facilitate completion of work at a rapid pace on time-sensitive matters with routine interruptions.
Ability to communicate with staff from outside research groups.
Ability to understand the nature of topics on which projects are focused.

Responsibilities

Provide executive support to senior leadership.
Manage complex schedules, including appointments, meetings, events, and travel.
Anticipate and make adjustments to schedules.
Prioritize requests based on urgency and importance.
Troubleshoot problems in a timely manner.
Provide executives with critical information on timely matters.
Provide reminders for key deadlines and manage tracking systems.
Ensure work is completed with high quality.
Serve as a key liaison to the Dean’s Office team.
Facilitate information exchange and coordinate schedules and priorities.
Analyze, prioritize, and track complex and confidential information.
Make accurate and efficient decisions regarding workflow.
Facilitate and process information and correspondence.
Answer questions, provide information, and take action on behalf of the executive as authorized.
Serve as the entry point for students, staff, faculty, university administrators, callers, and visitors.
Work closely with the Dean’s Office administrative team.
Coordinate the flow of information across teams.
Serve as back-up within the Dean’s Office as needed.
Consult about planned absences with the Dean’s Office.
Facilitate completion of work at a rapid pace on time-sensitive matters with routine interruptions.
Communicate with external research groups and understand project focuses.