Executive Assistant II to Office Vice President Administration and Finance

Position: Executive Assistant II to the Office of the Vice President for Administration and Finance
Position Information

Posting Number NC00811 Position Title Executive Assistant II to the Office of the Vice President for Administration and Finance Division Administration and Finance Division Department Name Administration and Finance Position Type Staff - Non Classified

Position Overview

The Executive Assistant II plays a pivotal role in the Vice President for Administration and Finance (VPAF) Division, a fast-paced, high-impact environment that touches nearly every facet of the College's operations. Serving as the central administrative hub for the Vice President for Administration and Finance and senior leadership team, this position provides executive-level support that ensures the office operates with precision, discretion, and efficiency.

Working with a high degree of independence, the incumbent manages complex calendars, communications, meetings, and confidential records while coordinating across diverse operational areas including finance, budget, human resources, information technology, public safety, dining, and campus services. This role requires exceptional organizational skill, sound judgment, and a polished professional presence. Successful performance directly supports institutional decision-making and contributes meaningfully to the College's mission and the educational experience of thousands of students.

Primary Purpose

Provide executive secretarial level support to the Vice President for Administration and Finance, the senior staff including,, Controller, Director of Budget, AVP for Administration, AVP/CIO for Information Services and other professional staff as assigned, by performing organizational, clerical, and office management activities, maintaining the confidentiality and policy level focus of the office, and conducting all affairs of the office with a high level of professionalism, accuracy, precision, quality and efficiency.

Work independently receiving a minimum of detailed supervision and guidance. Interact with the members of the College community and various other members of the public.

Essential Duties

* Manage calendars (meeting, appointments, travel, etc.) in accordance with priorities set by the Vice President, and senior staff including,, Controller, Director of Budget, AVP for Administration, AVP/CIO for Information Services, and other professional staff as assigned.

* Screen and interpret telephone calls; receive visitors; and supply authoritative information on policies and operations.

* Make arrangements for meetings, including scheduling, notification and preparation of materials.

* Prepare requisitions, receiving reports, special monthly payroll and related materials for the acquisition and payment of goods and services.

* Type reports, correspondence, meeting minutes and other documents; set up and manage spreadsheets for tracking and analytic purposes.

* Proofread all documents and make or recommend appropriate changes or corrections in grammar, punctuation and usage.

* Organize and maintain all files of a highly confidential nature, such as personnel actions, contracts, and legal documents.

* Select or compose letters and emails for transmission to correspondents.

* Perform related clerical tasks such as filing, copying, managing office budget, maintaining office supplies inventory, and managing operating office equipment; initiate requests for goods, services or information.

* Select, supervise, and evaluate student employees.

* Assess clerical workload; plan workflow; assign and monitor clerical task performance in order to manage clerical work in the office.

Occasional Duties

Perform other duties and responsibilities as assigned.

Required Skills, Knowledge, and Abilities

* Highly advanced organizational skills including the ability to plan and execute complex meetings/conferences, plan and prioritize assignments, and meeting deadlines.

* Excellent executive secretarial skills including evidence of thorough knowledge of office methods, practices, procedures and terms, ability to maintain confidentiality, understand readily and carry out complex oral and written directions.

* Demonstrated high degree of competency in typing and the operation of current…