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Executive Assistant to the Chief Operating Officer
Job Location:
Job Location:
Winston Salem, NC - USA
Monthly Salary:
Not provided by the employer
Monthly Salary:
Posted:
29 September 2026 (4 days ago)
Posted:
Application Deadline:
27 December 2026
Application Deadline:
Vacancies:
1 Vacancy
Vacancies:
Job Summary
Position Summary
Winston-Salem State University is seeking an Executive Assistant to the Chief Operating Officer. The Executive Assistant to the Chief Operating Officer provides high-level administrative organizational financial and operational support to the Chief Operating Officer ( COO ) and the Office of the Chief Operating Officer/Division of Finance and Administration. The position serves as the principal administrative support professional to the COO and provides coordinated administrative support to the Deputy Chief Operating Officer and Deputy Chief Financial Officer as directed by the COO . The Executive Assistant serves as a liaison between the Office of the Chief Operating Officer/Division of Finance and Administration and University leadership employees students vendors the UNC System Office state agencies and members of the addition to traditional executive administrative responsibilities the position provides hands-on business and administrative support during periods of significant operational demand. This includes assisting Auxiliary Services and other operating units during semester opening student move-in major campus events Homecoming Commencement and other periods when additional administrative and business support is necessary to ensure effective University operations. Key Responsibilities of the Executive Assistant to the Chief Operating Officer include but are not limited to: Executive Administrative Support Maintains the COOs calendar schedules appointments coordinates meetings prioritizes requests and manages scheduling among multiple internal and external constituencies. Coordinates travel arrangements travel authorizations itineraries registrations reimbursements and related administrative requirements for the COO and when assigned the Deputy COO and Deputy CFO . Reviews incoming correspondence requests documents and communications; determines appropriate routing and priority; and ensures matters requiring executive attention are addressed promptly. Screens telephone calls visitors meeting requests and other inquiries while exercising discretion regarding confidential or sensitive matters. Serves as a primary administrative liaison between the Office of the Chief Operating Officer/Division of Finance and Administration and University departments senior leadership the UNC System Office state agencies vendors community partners and other external constituencies. Prepares meeting agendas presentations briefing materials reports correspondence memoranda and other documents. Assists with retreats leadership meetings administrative planning sessions searches special projects and other University initiatives. Supports divisional personnel administration timekeeping coordination emergency callback documentation organizational records and other administrative functions as assigned. Budget and Business Administration Monitors assigned state trust and other University funds and assists with budget tracking expenditure monitoring reconciliation and reporting. Initiates purchase requisitions payment requests purchase orders travel documents reimbursements and other financial transactions. Uses Banner SU Express Emburse Works and other University financial and administrative systems to process transactions and research budgets fund balances purchase orders payments and related information. Reviews financial and administrative documents for completeness and accuracy before routing them for approval. Coordinates purchasing of supplies equipment services registrations and other operational needs for the Office of the Chief Operating Officer/Division of Finance and Administration. Communicates with University departments Procurement Financial Services vendors contractors and other parties regarding purchases invoices payments and discrepancies. Maintains appropriate records of financial transactions and helps ensure compliance with University UNC System and State requirements. Information Records and Governance Support Coordinates administrative records correspondence reports and document-management processes for the Office of the Chief Operating Officer/Division of Finance and Administration. Develops and maintains organized electronic and physical filing systems consistent with University record-retention requirements. Creates and formats professional correspondence memoranda reports presentations spreadsheets meeting materials and other executive-level documents. Coordinates with the Chancellors Office and other University offices in preparing materials for the WSSU Board of Trustees and its committees. Provides administrative support for Board of Trustees committees associated with areas under the COOs responsibility including preparation of meeting materials coordination of submissions and recording of minutes when assigned. Auxiliary Services Semester Opening and Major University Event Support Provides administrative and business support to Auxiliary Services and other operational units during periods of significant institutional need. Assists Auxiliary Services during semester opening and other peak operating periods when transaction volume student activity or service demands require additional administrative capacity. Supports business and administrative activities associated with student move-in meal plans campus services transportation parking vendor services and other auxiliary operations as assigned. Assists with Homecoming business operations including purchasing vendor coordination invoices payments requisitions contracts and administrative documentation event-related logistics and coordination among University departments. Provides similar support for Commencement major campus events special programs emergency operations and other high-demand institutional activities. Helps track event-related purchases invoices contracts approvals deadlines and deliverables. Provides on-site administrative assistance during major University events when needed. Responds flexibly to emerging operational priorities and temporarily provides administrative or business support to units experiencing unusual workload demands staffing shortages or critical deadlines. Communication and Special Administrative Projects Serves as a professional representative of the Office of the Chief Operating Officer/Division of Finance and Administration in communications with University employees students vendors governmental agencies external organizations and members of the public. Drafts and edits correspondence memoranda reports presentations meeting materials and other communications on behalf of the Office of the Chief Operating Officer/Division of Finance and Administration. Reviews documents for accuracy completeness appropriate routing and required approvals. Responds to requests for information and assists constituents in navigating University administrative processes. Coordinates special projects involving multiple administrative or operational departments. Supports the COO Deputy COO and Deputy CFO with research information gathering data compilation report preparation meeting coordination and special administrative projects. Identifies administrative process improvements and recommends changes that increase efficiency responsiveness consistency and customer service. Performs other duties and special assignments as directed by the Chief Operating Officer.
Preferred Years Experience Skills Training Education
Bachelors degree in business administration public administration higher education administration or a related field. Experience providing administrative support to a senior-level executive or administrator. Experience in a higher education governmental or similarly complex organization. Demonstrated experience coordinating executive calendars meetings travel financial transactions events and special projects. Experience with Microsoft Office applications and enterprise administrative systems such as Banner SU Express Emburse and Works. Demonstrated ability to work effectively across organizational units and provide responsive support during periods of significant operational activity. Licensure as a North Carolina Notary.
Winston-Salem State University is seeking an Executive Assistant to the Chief Operating Officer. The Executive Assistant to the Chief Operating Officer provides high-level administrative organizational financial and operational support to the Chief Operating Officer ( COO ) and the Office of the Chief Operating Officer/Division of Finance and Administration. The position serves as the principal administrative support professional to the COO and provides coordinated administrative support to the Deputy Chief Operating Officer and Deputy Chief Financial Officer as directed by the COO . The Executive Assistant serves as a liaison between the Office of the Chief Operating Officer/Division of Finance and Administration and University leadership employees students vendors the UNC System Office state agencies and members of the addition to traditional executive administrative responsibilities the position provides hands-on business and administrative support during periods of significant operational demand. This includes assisting Auxiliary Services and other operating units during semester opening student move-in major campus events Homecoming Commencement and other periods when additional administrative and business support is necessary to ensure effective University operations. Key Responsibilities of the Executive Assistant to the Chief Operating Officer include but are not limited to: Executive Administrative Support Maintains the COOs calendar schedules appointments coordinates meetings prioritizes requests and manages scheduling among multiple internal and external constituencies. Coordinates travel arrangements travel authorizations itineraries registrations reimbursements and related administrative requirements for the COO and when assigned the Deputy COO and Deputy CFO . Reviews incoming correspondence requests documents and communications; determines appropriate routing and priority; and ensures matters requiring executive attention are addressed promptly. Screens telephone calls visitors meeting requests and other inquiries while exercising discretion regarding confidential or sensitive matters. Serves as a primary administrative liaison between the Office of the Chief Operating Officer/Division of Finance and Administration and University departments senior leadership the UNC System Office state agencies vendors community partners and other external constituencies. Prepares meeting agendas presentations briefing materials reports correspondence memoranda and other documents. Assists with retreats leadership meetings administrative planning sessions searches special projects and other University initiatives. Supports divisional personnel administration timekeeping coordination emergency callback documentation organizational records and other administrative functions as assigned. Budget and Business Administration Monitors assigned state trust and other University funds and assists with budget tracking expenditure monitoring reconciliation and reporting. Initiates purchase requisitions payment requests purchase orders travel documents reimbursements and other financial transactions. Uses Banner SU Express Emburse Works and other University financial and administrative systems to process transactions and research budgets fund balances purchase orders payments and related information. Reviews financial and administrative documents for completeness and accuracy before routing them for approval. Coordinates purchasing of supplies equipment services registrations and other operational needs for the Office of the Chief Operating Officer/Division of Finance and Administration. Communicates with University departments Procurement Financial Services vendors contractors and other parties regarding purchases invoices payments and discrepancies. Maintains appropriate records of financial transactions and helps ensure compliance with University UNC System and State requirements. Information Records and Governance Support Coordinates administrative records correspondence reports and document-management processes for the Office of the Chief Operating Officer/Division of Finance and Administration. Develops and maintains organized electronic and physical filing systems consistent with University record-retention requirements. Creates and formats professional correspondence memoranda reports presentations spreadsheets meeting materials and other executive-level documents. Coordinates with the Chancellors Office and other University offices in preparing materials for the WSSU Board of Trustees and its committees. Provides administrative support for Board of Trustees committees associated with areas under the COOs responsibility including preparation of meeting materials coordination of submissions and recording of minutes when assigned. Auxiliary Services Semester Opening and Major University Event Support Provides administrative and business support to Auxiliary Services and other operational units during periods of significant institutional need. Assists Auxiliary Services during semester opening and other peak operating periods when transaction volume student activity or service demands require additional administrative capacity. Supports business and administrative activities associated with student move-in meal plans campus services transportation parking vendor services and other auxiliary operations as assigned. Assists with Homecoming business operations including purchasing vendor coordination invoices payments requisitions contracts and administrative documentation event-related logistics and coordination among University departments. Provides similar support for Commencement major campus events special programs emergency operations and other high-demand institutional activities. Helps track event-related purchases invoices contracts approvals deadlines and deliverables. Provides on-site administrative assistance during major University events when needed. Responds flexibly to emerging operational priorities and temporarily provides administrative or business support to units experiencing unusual workload demands staffing shortages or critical deadlines. Communication and Special Administrative Projects Serves as a professional representative of the Office of the Chief Operating Officer/Division of Finance and Administration in communications with University employees students vendors governmental agencies external organizations and members of the public. Drafts and edits correspondence memoranda reports presentations meeting materials and other communications on behalf of the Office of the Chief Operating Officer/Division of Finance and Administration. Reviews documents for accuracy completeness appropriate routing and required approvals. Responds to requests for information and assists constituents in navigating University administrative processes. Coordinates special projects involving multiple administrative or operational departments. Supports the COO Deputy COO and Deputy CFO with research information gathering data compilation report preparation meeting coordination and special administrative projects. Identifies administrative process improvements and recommends changes that increase efficiency responsiveness consistency and customer service. Performs other duties and special assignments as directed by the Chief Operating Officer.
Preferred Years Experience Skills Training Education
Bachelors degree in business administration public administration higher education administration or a related field. Experience providing administrative support to a senior-level executive or administrator. Experience in a higher education governmental or similarly complex organization. Demonstrated experience coordinating executive calendars meetings travel financial transactions events and special projects. Experience with Microsoft Office applications and enterprise administrative systems such as Banner SU Express Emburse and Works. Demonstrated ability to work effectively across organizational units and provide responsive support during periods of significant operational activity. Licensure as a North Carolina Notary.
Required Experience:
IC
