Executive Assistant
Full Time
North Carolina
$20 an hour
Posted
Job description
Posting Information
Department
NC Botanical Garden - 525000
Career Area
Administrative/Clerical Support
Posting Open Date
05/12/2023
Application Deadline
05/22/2023
Position Type
Temporary Staff (SHRA)
Position Title
Executive Assistant
Position Number
20055755
Vacancy ID
S021464
Full-time/Part-time
Part-Time Temporary
Hours per week
20
Work Schedule
Monday-Friday; Flexible within 8am-5pm work day
Position Location
North Carolina, US
Hiring Range
$20.00 per hour
Proposed Start Date
05/22/2023
Estimated Duration of Appointment
6 months or less
Position Information
Primary Purpose of Organizational Unit
The North Carolina Botanical Garden (NCBG) has been a leader in native plant conservation, horticulture, and education in the southeastern United States for more than 50 years. As part of The University of North Carolina at Chapel Hill, we further the University’s tripartite teaching, research, and public service mission through our own mission to inspire understanding, appreciation, and conservation of plants and to advance a sustainable relationship between people and nature. As a garden focused on conserving the biodiversity of southeastern native plants, we recognize that just as biodiversity is critical to a healthy ecosystem, diversity in people and perspectives makes our organization and community stronger. NCBG is committed to creating an environment in our gardens and natural areas where everyone’s voice is heard and everyone feels safe and welcome.
Position Summary
The Executive Assistant serves as principle personal and administrative support to the Director of the North Carolina Botanical Garden. In that role, the Assistant maintains the Director’s calendar, schedules appointments and organizes meetings, locates and assembles information for various reports, makes travel arrangements, maintains paper and electronic files and records, and tracks travel and office expenditures.
Minimum Education and Experience Requirements
High school diploma or equivalency and three years of progressively responsible administrative/office management experience; or Associate’s degree in secretarial science, business administration, or a related discipline and one year of progressively responsible administrative/office management experience ; or Bachelor’s degree, preferably in business administration or a related discipline; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
Required Qualifications, Competencies, and Experience
Highly organized with the ability to manage multiple tasks with attention to detail; Excellent writing and oral communication skills; Competency with Microsoft Office.
Interpersonal Skills: Manages access to administrator by screening calls and visitors to determine appropriate course of action. Serves as a liaison, with delegated authority, between administrator and subordinate units by relaying instructions and information and following commitments through to completion. Interacts and communicates with a strong degree of judgment and discretion.
Knowledge-Program: Demonstrates an awareness of the programs, operational structure, and administrator’s scope of responsibilities. Work requires an awareness of specific functions and staff assignments within the organization. Demonstrates working knowledge of policies, procedures, and processes required within the organization. Demonstrates familiarity with rules, regulations, and laws affecting organization.
Problem Solving: Identifies and resolves problems that would not require administrator’s direct involvement. Problems are addressed in accordance with priorities, policies, commitments, and program goals of the administrator. Researches and makes recommendations for unusual and novel situations.
Planning and Organizing: Maintains administrator’s calendar, schedules appointments without prior approval based on knowledge of administrator’s responsibilities and issues of importance. Locates and assembles information for various reports, briefings, and conferences. Makes travel arrangements.
Communication-Written: Independently researches, develops and drafts letters, memos, or reports to communicate the administrator’s decisions, ideas, and agenda.
Information/Records Administration: Manages and monitors a variety of information impacting the administrators responsibilities. Researches information to support conclusions and recommendations. Establishes and maintains paper and electronic files and records for the administrator.
Budgeting: Monitors and reconciles departmental or program budget and tracks travel and office expenditures.
Interpersonal Skills: Manages access to administrator by screening calls and visitors to determine appropriate course of action. Serves as a liaison, with delegated authority, between administrator and subordinate units by relaying instructions and information and following commitments through to completion. Interacts and communicates with a strong degree of judgment and discretion.
Knowledge-Program: Demonstrates an awareness of the programs, operational structure, and administrator’s scope of responsibilities. Work requires an awareness of specific functions and staff assignments within the organization. Demonstrates working knowledge of policies, procedures, and processes required within the organization. Demonstrates familiarity with rules, regulations, and laws affecting organization.
Problem Solving: Identifies and resolves problems that would not require administrator’s direct involvement. Problems are addressed in accordance with priorities, policies, commitments, and program goals of the administrator. Researches and makes recommendations for unusual and novel situations.
Planning and Organizing: Maintains administrator’s calendar, schedules appointments without prior approval based on knowledge of administrator’s responsibilities and issues of importance. Locates and assembles information for various reports, briefings, and conferences. Makes travel arrangements.
Communication-Written: Independently researches, develops and drafts letters, memos, or reports to communicate the administrator’s decisions, ideas, and agenda.
Information/Records Administration: Manages and monitors a variety of information impacting the administrators responsibilities. Researches information to support conclusions and recommendations. Establishes and maintains paper and electronic files and records for the administrator.
Budgeting: Monitors and reconciles departmental or program budget and tracks travel and office expenditures.
Preferred Qualifications, Competencies, and Experience
Commitment to the mission, vision and work of the North Carolina Botanical Garden.
Special Physical/Mental Requirements
Ability to safely lift/move/maneuver up to 25 pounds with or without reasonable accomadatioms.
Campus Security Authority Responsibilities
Not Applicable.
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