Executive Assistant to the Chancellor
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Please Note: A criminal background check will be conducted on candidate finalist prior to the offer of employment. If no applicants apply who meet the required competency and T&E requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations. Resumes will not be accepted in lieu of completing an electronic application. The application must be competed in full detail (including work history) for your qualifications to be considered. Failure to complete the application completely may result in you not being considered for the vacant position. Your application for the position will not be complete until you receive an online confirmation number at the end of the process of applying for a position. If you have general questions about the application process, you may contact Human Resources at
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Position Details
Classification Information
Position Classification Title
Executive Assistant to the Chancellor
FLSA
Exempt
Position Class
80391
Position Overview
Position Summary
Winston-Salem State University (WSSU) is seeking a highly skilled and professional Executive Assistant to provide direct support to the Chancellor. This position plays a critical role in the day-to-day operations of the Office of the Chancellor and serves as a key representative of the University's leadership. The Executive Assistant will work closely with the Chief of Staff to manage high-priority requests and ensure that the Chancellor's time, communications, and commitments align with institutional goals.
This role requires exceptional organizational skills and the ability to manage complex and evolving responsibilities. The Executive Assistant will oversee the Chancellor's calendar, making scheduling decisions that reflect the top priorities of the Office. Acting as the first point of contact for a range of high-level stakeholders, including university leadership, system officials, and external dignitaries, the Executive Assistant must maintain a high degree of discretion, professionalism, and protocol awareness in all interactions.
A key aspect of the position includes preparing the Chancellor for meetings and events by researching, gathering, and organizing background information. The Executive Assistant will be responsible for drafting and reviewing correspondence, ensuring timely responses to internal and external inquiries, and overseeing the flow of documents requiring the Chancellor's signature. The role also involves assisting with communication efforts and helping coordinate meeting notes and action items.
The Executive Assistant will manage all aspects of the Chancellor's travel, including the planning of itineraries and logistical arrangements in compliance with university and state guidelines. This includes the preparation and submission of travel expense reimbursements. Additionally, the Executive Assistant will support meeting planning and logistics, ensuring all materials and follow-up actions are coordinated effectively.
In collaboration with other administrative staff in the Chancellor's Office, the Executive Assistant will help uphold a culture of professionalism, service, and responsiveness. The position also involves monitoring the shared office inbox, addressing or redirecting inquiries appropriately, and taking initiative to find solutions within established guidelines.
The role requires someone who can respond flexibly and thoughtfully to shifting priorities, anticipate potential challenges, and resolve issues efficiently. The Executive Assistant must communicate clearly and effectively with the Chancellor and other key personnel and ensure the Chancellor is kept well-informed of pressing matters.
This position occasionally includes non-routine administrative duties and responsibilities as needed by the Chief of Staff or the Chancellor. The ideal candidate will be a confident, resourceful, and discreet professional who is committed to the mission and values of WSSU and who thrives in a high-energy, service-oriented environment.
Executive Support - Provide comprehensive support to the Chancellor, maintain 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 request and demands that require the attention of the Chancellor. Manage the schedule and time demands of the Chancellor with particular attention to respecting the Office of the Chancellor's top priorities.
- Provide access to the Chancellor of those individuals with automatic and immediate access, e.g., President of UNC System, members of the Board of Trustees, Members of the UNC Board of Governors, and other individuals identified by the Chancellor.
- Be aware of proper protocol for addressing and communicating with community, state, federal, WSSU and UNC officials.
- Research, collect and compile information to ensure the Chancellor has the necessary background information 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 (as requested), 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.
- In partnership with other office staff, provides reception for office callers, both in-person and via electronic means.
- 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 about various documents awaiting signatures. Advise various division and units concerning preparation of materials of materials for the Chancellor's consideration and/or signature. Review materials to ensure signatures and other requirements are in order before delivery to 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 members; as needed, interpret request and assist with implementing action.
Calendar, Meetings Management - Manage the Chancellor'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 System Office on scheduling matters.
- Coordinate the scheduling of all meetings on the Chancellor's calendar, 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 WSSU faculty, staff, students, alumni and external constituencies regarding inquiries about meeting and event requests.
Travel Arrangements & Logistics - In accordance with University and State policies and procedures, proactively manage itineraries and all logistics of travel for the Chancellor.
- Process timely and accurate expense reimbursement requests for the Chancellor.
- Coordinate meeting schedules, maintain the Chancellor's calendar, make conference and travel arrangements for the Chancellor.
Administration / Communication - Collaborate effectively with other administrative 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.
- Monitor, triage, and reply to the correspondence that arrives in the Chancellor's Office shared inbox.
- Creatively and proactively find solutions within defined boundaries and established parameters.
Problem Solving and Decision Making Must demonstrate ability to be flexible and creative in resolving problems; anticipate and negotiate solutions for potential problems by encouraging discussion and considering various viewpoints; explain basis for decisions by using substantive knowledge of policies, procedures, and program operations.
Communication Must demonstrate ability to keep Chancellor and others informed on various situations and issues either in verbal or written form by independently researching, developing, and composing a variety of material.
Other duties as assigned The dynamic and changing needs of the Chief of Staff and Office of the Chancellor require that this position occasionally perform non-routine administrative tasks that occur on an as-needed-basis.
Position Information
Position Number
003018
Working Position Title
Executive Assistant to the Chancellor
Building and Room No.
Blair Hall, Room 200
Appointment Type
Permanent Full-Time
If Time Limited.
No
Appointment Length.
12
Requirements and Preferences . click apply for full job details