Executive Assistant

State of North Carolina•Mcbryde/dorothea Dix Wake, NC

7d•$45,431 - $79,504•Onsite

About The Position

The Executive Assistant provides high-level administrative support to the Division Director and Assistant Division Director, who oversee all operations across the Division, including seven regional centers serving all 100 counties in North Carolina. As Executive Assistant, you will regularly handle sensitive, confidential information with discretion and professionalism. You will take direction from DSDHH Leadership to manage competing priorities and deadlines with high organization, adaptability, and open-mindedness. You will collaborate frequently with the Division Director by scheduling and coordinating virtual and in-person meetings for the Director with both internal and external key stakeholders, joining crucial meetings, and taking notes. This position will be fast paced with competing demands. You must be able to prioritize given tasks effectively and complete them independently without additional prompting. You will be expected to arrive prior to the Director each morning and ensure he is prepared for all scheduled meetings for that day. This position will require extensive note taking, including but not limited to, all-day Council meetings or other high-profile trainings and events. The turnaround time for completion is expected quickly and efficiently. You will work collaboratively with the Interpreter for the Director to ensure no gaps in services and coordinate meetings and events rapidly.

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.

Nice To Haves

Experience coordinating complex travel arrangements for staff, including transportation, lodging, and reimbursements in compliance with organizational policies.
Skilled in drafting and editing executive-level correspondence, reports, meeting minutes, and other formal documents with precision, ensuring consistency with grammar, punctuation, formatting, and organizational standards.
Experienced in managing day-to-day office operations, demonstrating initiative in coordinating workflows, streamlining administrative processes, and supporting senior leadership in a dynamic environment.
Proficient in organizing and coordinating meetings and schedules for multiple team members, with a strong commitment to providing responsive and high-quality service to diverse internal and external stakeholders.
Adept at multitasking in a high-demand setting—balancing phone coverage, written communications, guest reception, and meeting support with professionalism and poise.

Responsibilities

Budget tracking
Documentation preparation
Document review
Document reporting
Note-taking for meetings
Event management
Meeting coordination
Document filing
Sending out internal and external communications
Requesting communication access
Coordinating with the Communication Access Team to host large events and All-Staff Meetings
Meeting tracking and spreadsheet creation
Lead Executive Team logistics meetings to prepare for Executive Team meetings
Schedule meetings with ASL interpreters and CART captioning