Executive Assistant

About the role

The North Carolina Department of Health and Human Services (DHHS) is one of the largest, most complex agencies in the state, and has approximately 17,000 employees. It is responsible for ensuring the health, safety, and well-being of all North Carolinians, providing human service needs for special populations including individuals who are deaf, blind, developmentally disabled, and mentally ill, and helping poor North Carolinians achieve economic independence. Description of Work The Executive Assistant provides high-level administrative support to the Division Director and Assistant Division Director, who oversee all operations across the Division, including seven regional centers serving all 100 counties in North Carolina. As Executive Assistant, you will regularly handle sensitive, confidential information with discretion and professionalism. You will take direction from DSDHH Leadership to manage competing priorities and deadlines with high organization, adaptability, and open-mindedness. You will collaborate frequently with the Division Director by scheduling and coordinating virtual and in-person meetings for the Director with both internal and external key stakeholders, joining crucial meetings, and taking notes. Additional tasks are listed below: -Budget tracking -Documentation preparation -Document review -Document reporting -Note-taking for meetings -Event management -Meeting coordination -Document filing -Sending out internal and external communications -Requesting communication access -Coordinating with the Communication Access Team to host large events and All-Staff Meetings -Meeting tracking and spreadsheet creation -Lead Executive Team logistics meetings to prepare for Executive Team meetings -Schedule meetings with ASL interpreters and CART captioning This position will be fast paced with competing demands. You must be able to prioritize given tasks effectively and complete them independently without additional prompting. You will be expected to arrive prior to the Director each morning and ensure he is prepared for all scheduled meetings for that day. This position will require extensive note taking, including but not limited to, all-day Council meetings or other high-profile trainings and events. The turnaround time for completion is expected quickly and efficiently. You will work collaboratively with the Interpreter for the Director to ensure no gaps in services and coordinate meetings and events rapidly. Knowledge Skills and Abilities/Management Preferences Salary Range: $45,431 - $79,504 Recruitment Range: $45,431 - $70,000 Candidates now meet the minimum qualifications of a position if they meet the minimum education and experience listed on the vacancy announcement. The Knowledge Skills and Abilities/ Management Preferences are not required. Applicants who possess the following skills are preferred. Experience coordinating complex travel arrangements for staff, including transportation, lodging, and reimbursements in compliance with organizational policies. Skilled in drafting and editing executive-level correspondence, reports, meeting minutes, and other formal documents with precision, ensuring consistency with grammar, punctuation, formatting, and organizational standards. Experienced in managing day-to-day office operations, demonstrating initiative in coordinating workflows, streamlining administrative processes, and supporting senior leadership in a dynamic environment. Proficient in organizing and coordinating meetings and schedules for multiple team members, with a strong commitment to providing responsive and high-quality service to diverse internal and external stakeholders. Adept at multitasking in a high-demand setting-balancing phone coverage, written communications, guest reception, and meeting support with professionalism and poise. This position will close at 11:59 p.m. the night before the end date. The Division of Services for the Deaf and Hard of Hearing works to ensure that all Deaf, Hard of Hearing, or DeafBlind North Carolinians have the ability to communicate their needs and to receive information easily and effectively in all aspects of their lives, especially their health and well-being Compensation & Benefits: The State of North Carolina offers excellent comprehensive benefits. Employees can participate in health insurance options, standard and supplemental retirement plans, and the NCFlex program (numerous high-quality, low-cost benefits on a pre-tax basis). Employees also receive paid vacation, sick, and community service leave. In addition, paid parental leave is available to eligible employees. Visit website for State Benefits Supplemental and Contact Information The North Carolina Department of Health and Human Services (DHHS) is an Equal Opportunity Employer that embraces a