NC FAST Executive Assistant

State of North Carolina•Wake County, NC

3d•Hybrid

About The Position

The Executive Assistant plans and performs human resources staffing administration, staff records management, general administration, and executive and management support. The role involves decision-making, judgment, compliance with established policies and procedures, and handling proprietary or confidential information. The position provides portfolio-wide administrative support to 15 or more managers and more than 500 state and vendor staff. It creates and manages documentation such as onboarding and offboarding forms and procedures, orientation guides, tracking spreadsheets, staff logistics documents, communications, and administrative task and process guides. It also summarizes, reconciles, and compiles information for administrative reports and metrics. The Executive Assistant supports managers with recruiting state contractor and temporary staff resources, tracking vacancies and in-process requisitions and job orders, and following up with management. The role conducts onsite or remote new-hire orientation, backs up other program support staff, and assists managers with data collection, verification, analysis, research, and preparation. General administration includes scheduling and managing meetings and interviews, managing distribution lists, and other duties as assigned. The position is time-limited, funded in part through federal funds, and eligible for hybrid work with required onsite reporting in Raleigh, North Carolina.

Requirements

High school diploma or GED and four years of related administrative experience, or an equivalent combination of education and experience.
Exercise decision-making and judgment while complying with established policies and procedures.
Handle proprietary or confidential information.

Nice To Haves

Advanced project management expertise in scope, budget, and schedule.
Strong stakeholder management and communication skills.
Efficient vendor management and negotiation skills.
Knowledge of Agile and continuous delivery methodologies.
Experience managing matrixed resources and overseeing junior project managers and team members.

Responsibilities

Plan and perform human resources staffing administration, staff records management, general administration, and executive and management support.
Create, maintain, and manage onboarding and offboarding forms and procedures, orientation guides and materials, tracking spreadsheets, staff logistics documents, communications, and administrative task and process guides.
Summarize, reconcile, and compile information to prepare administrative reports and metrics.
Help managers recruit state contractor and temporary staff resources as needed.
Track vacancies and in-process requisitions and job orders, and follow up with management.
Conduct onsite or remote orientation for new hires.
Serve as backup for other program support staff.
Assist managers with data collection, verification, analysis, research, and preparation as requested.
Schedule and manage meetings and interviews.
Manage distribution lists.
Perform other duties as assigned.