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Executive Assistant to the Chancellor & Chief of Staff

University of North Carolina at Asheville
North Carolina, United States
Salary Not specified
Posted Date
Mar 8, 2023
The Executive Assistant provides the highest level of administrative/executive support to the Chancellor, Chief of Staff, the Chancellor's office, and the Board of Trustees. The Executive Assistant works cooperatively with the Chancellor and members of the Chancellor's senior leadership team to carry out the University's mission, strategic goals, and objectives. The ability to maintain complete confidentiality is essential.Responsibilities of the position include:
Executive Support
  • Provide comprehensive support to the Chancellor and Chief of Staff, maintaining the highest level of discretion and representing the Office of the Chancellor in a professional and responsive manner. Work closely with the Chief of Staff in handling requests and demands that require the attention of the Chancellor. Manage the schedule and time demands of the Chancellor with particular attention to respecting the demands of the Chancellor's top priorities.
  • Provide access to the Chancellor of those individuals with automatic and immediate access, e.g., President of UNC, members of the Board of Trustees, members of the UNC Board of Governors, and other individuals identified by the Chancellor.
  • Be aware of proper protocols for addressing and communicating with community, state, federal, UNC Asheville and UNC officials.
  • Research, collect and compile information to ensure the Chancellor has the necessary background and materials for attending meetings, speaking engagements, and special events. Coordinate the dissemination of the Chancellor's meeting notes/action items to appropriate individuals.
  • Coordinate the Chancellor's correspondence to ensure timely responses to internal and external letters, inquiries and mailings. Prepare correspondence, reports and other materials on behalf of the Chancellor. Review all documents to ensure accuracy before submitting. Protect confidential and sensitive information and use discretion when disseminating such information.
  • Work closely with Chief of Staff to monitor report deadlines to ensure reports are submitted in a timely manner; verify deadlines are met. Research and provide information as needed for reports.
  • Be able to provide information to the Chancellor and Chief of Staff about various documents awaiting signature. Advise various divisions and units concerning preparation of materials for the Chancellor's consideration and/or signature. Review materials to ensure signatures and other requirements are in order before delivering to the Chancellor. Advise requesting parties of delays or other concerns.
  • In the Chancellor's absence, ensure the requests for action or information are relayed to the appropriate staff member; as needed, interpret request and assist with implementing action.
  • Work closely with the House Manager to help oversee all event functions, appointments, staffing, and work pertaining to the Janice Brumit Pisgah House.

Calendar and Meeting Management
  • Manage the Chancellor's & Chief of Staff's extensive calendar and schedule to align with ever-changing priorities; serve as a liaison to the Senior Staff, University divisions and departments, and UNC General Administration on scheduling matters.
  • Coordinate the scheduling of the Senior Staff meetings, assist with the preparation and distribution of meeting agendas and materials, oversee meeting logistics, and implement, as needed, follow-through on identified action items and related appointments.
  • Serve as a key contact within the Office of the Chancellor for UNC Asheville faculty, staff, students, alumni and external constituencies regarding inquiries about meeting and event requests.

Travel Arrangements and Logistics
  • In accordance with University and State policies and procedures, proactively manage itineraries and all logistics of travel for the Chancellor and Chief of Staff and other executives as designated.
  • Process timely and accurate expense reimbursement requests for the Chancellor and other designated individuals.
  • Coordinate meeting schedules, maintain the Chancellor's calendar, make conference and travel arrangements for the Chancellor.

Budget Oversight
  • Manage the Chancellor's Office budget records, processing, and reconciliation on a monthly basis. This includes processing invoices, purchasing, preparing expense reports, travel reimbursement, and completing monthly reconciliation of expenditures.

Administration / Communication
  • Collaborate effectively with other staff in the Office of the Chancellor to support continuous enhancements which model the Chancellor's philosophy of customer service and professional conduct, including the fostering of positive interactions with external constituents, students, faculty, staff, and colleagues.
  • Creatively and proactively find solutions within defined boundaries and established parameters.

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