Position Information
General Information
Vacancy Open to All Candidates Employment Type Permanent - Full-time If time-limited, note appointment end date Hours per week 40 Months per year 12 Position Number 002138 NC Salary Grade Equivalency NC12 Classification Title Executive Assistant Working Title Executive Assistant Salary Range $51,498 - $66,000 Anticipate Hiring Range $51,498 - $64,373 FLSA Status Non Exempt Division Academic Affairs Department College of Humanities & Earth and Social Sciences (Col) Work Unit Col of Hum & Earth and Social Sci Work Schedule
7:30 am - 4:30 pm; Monday - Friday with occasional evening and weekend hours required, as necessary. This position is eligible for telework once the incumbent is onboarded and the supervisor's approval is obtained.
Primary Purpose of Position
The Executive Assistant in this market range exclusively supports an Administrator such as the Dean of a College, an Associate Vice Chancellor, an Associate Provost, or a Director. Executive Assistants may coordinate business functions of the unit that include personnel administration, office coordination, and budget monitoring or management.
Minimum Education/Experience
Required Minimum Qualifications:
Graduation from high school and three years of progressively responsible administrative/office management experience; or graduation from a two-year secretarial science or business administration program and one year of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field; or an equivalent combination of education and experience.
Note: Some state job postings state you can qualify by an 'equivalent combination of education and experience.' If that language appears above, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both.
Essential Job Duties
- Manage information flow for various reports, briefings, and conferences. This includes RPT, TFPR, Special Faculty appointment renewals, Chair and Director annual evaluations, comprehensive Chair reviews, Teaching Professor nominations, and executive staff annual and comprehensive reviews.
- Provide executive calendar management for the Dean, and use sound judgment to schedule appointments without prior approval based on knowledge of the Dean's responsibilities and issues of importance.
- Coordinate internal and external meetings and events, including Administrative Council meetings, the annual retreat, Dean's Fall reception, Commencement receptions, and other ad hoc events.
- Provide accurate and timely information on forms and other requests within 48 hours of request or according to required format.
- Demonstrate a clear understanding of the programs, operational structure, and overall scope of the Dean's role. Some examples include RPT, TFPR, Chair Comprehensive reviews, Chair annual reviews, etc.
- Stay informed about organizational functions and staff assignments-both within and outside the Dean's Office-that influence the Dean's responsibilities, such as recruitment processes and internal or external events (including those in which he/she is invited to attend).
- Demonstrate familiarity with the rules, regulations, and laws affecting the organization, including college bylaws and governance-related policies, the college's operational structure, and applicable university-level policies and procedures.
- Demonstrate significant knowledge of the goals, priorities, and commitments of the Dean.
- Apply considerable knowledge of the culture and mission of the organization as a whole while maintaining confidentiality.
- Apply knowledge of strategic goals, organizational practices, and applicable policies, laws, rules, and regulations to support the organization's mission (e.g., research integrity processes and student information requests).
- Maintain awareness of internal and external constituents and organizations with whom the Dean's commitments must be coordinated, including the AA Office, college staff and faculty, Legal Affairs, Development, University Communications, Research and Economic Development, Business Affairs, Student Affairs, other colleges, the School of Data Science, and relevant community and professional organizations.
- Maintain a high level of professionalism in all interactions.
- Serve as a liaison, with delegated authority, between the Dean and subordinate units by relaying instructions and information and following commitments through to completion. Examples include RPT, TFPR, Comprehensive Chair reviews, Department Chair evaluation information, Special faculty appointments, etc.
Other Work Responsibilities
- Schedule the Dean's community and professional standing and ad hoc meetings.
- Staff appropriate college committees and task forces, including the College Review Committee.
- Make travel arrangements and process travel authorizations utilizing Concur.
- Process reimbursement requests not related to travel.
- Partner with (and) backup other office staff on various college processes and events, as needed.
- Utilize a variety of office equipment information systems (e.g., telephone, computer with standard or specialized software, fax, copier, etc.) to access, input, and verify standard information.
- Maintain the college's website. Review and update, as needed.
- Update organization charts; create and update office contact lists, and relevant Google groups and distribution lists.
- Other duties, as assigned.
Departmental Preferred Experience, Skills, Training/Education
- Experience working in Higher Education and providing executive-level administrative support is strongly desired.
- Experience managing a variety of complex tasks, including the management of the Dean's calendar.
- Familiarity with Microsoft Office and Google Suite software, and other university software and programs is preferred.
- Strong written and communication skills are essential.
- Problem-solving skills, the ability to multitask, and being a self-starter with a good work ethic are preferred.
Necessary Licenses or Certifications Work Location Fretwell 425C Posting date 08/18/2026 Closing date 09/01/2026 Proposed Hire Date 10/12/2026 Contact Information Special Notes to Applicants
- The finalist will be subject to a Criminal Background Check and/or a Motor Vehicle Report
- The Search Committee will not contact references without first verifying permission with the finalist.
- Please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions. Do not write 'see resume' on your application when completing the job duties section
- UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits/benefits-overview/
Posting Specific Questions
Required fields are indicated with an asterisk (*).
- How did you hear about this employment opportunity?
UNC Charlotte Website
HERC Job Board
Inside Higher Education
Mitratech Circa (formerly known as Local JobNetwork)
Another Website
Agency Referral
Advertisement/Publication
Personal Referral
Other
Where did you learn about this posting?
(Open Ended Question)
- Do you have at least a graduation from high school and three years of progressively responsible administrative/office management experience; or graduation of a two-year secretarial science or business administration program and one year of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field; or an equivalent combination of education and experience.
Yes, a graduation from high school and three years of progressively responsible administrative/office management experience
Yes, graduation of a two-year secretarial science or business administration program and one year of experience as described above
Yes, graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field
Yes, an equivalent combination of education and experience.
No
- Do you have experience working in Higher Education and providing executive-level administrative support? Please explain your experience.
(Open Ended Question)
- Do you have any experience providing calendar assistance to a high-level administrator in an University setting? If yes, please explain your experience.
(Open Ended Question)
- Do you have experience with Microsoft Office suite or Google suite? If yes, please describe this experience.
(Open Ended Question)
Applicant Documents
Required Documents
- Resume / Curriculum Vitae
- Cover Letter / Letter of Interest
Optional Documents
- Contact Information for References