Executive Assistant to the Dean

About the role

The Executive Assistant is a full-time, on-site staff position within the KHSU-KansasCOM department of Academic Affairs reporting directly to the Dean. The position provides high-level administrative support to the Dean and cooperative support to academic administrative personnel and to the Vice President for Academic Affairs, and leads event planning and project management for the Administration Offices.

Responsibilities

• Provides high-level administrative and project management support for the Dean and supporting the efforts of the Academic Administrative officials.
• Handles work of a confidential or complex nature, necessitating exposure to sensitive information and contacts requiring considerable discretion, judgment, tact, and diplomacy.
• Works closely with the Dean to ensure that all projects assigned to direct reports are completed on or before deadlines and that the status of all assigned projects is up to date.
• Creates and prepares high-level correspondence and communication pieces, including staff communication, executive reports, and presentations.
• Manages calendars, including drafting and preparing meeting agendas, briefing notes, recording minutes, and related materials.
• Coordinates travel for the Dean, including airline and hotel reservations, ground transportation, and preparing itineraries to ensure smooth travel experiences.
• Assists leadership, faculty, and staff during accreditation site visits with on-site schedule arrangements, report and document preparation/collections, and logistical support for the accreditors, including hotel accommodations, local transportation, and catering.
• Participates in preparing, monitoring, and reporting annual operating budgets and related reports.
• Manages detailed expense reports using Concur Solutions.
• Answers telephone calls, determines priorities, prepares responses, and/or responds in an appropriate and timely fashion.
• Completes and manages special projects and reports as needed.

Qualifications

• Bachelor’s degree preferred.
• Minimum 5+ years supporting C-suite, high-level leadership experience required.
• Minimum 5+ years project management experience desired.
• Experience working in higher education is a plus.
• Must possess advanced knowledge/skills in Microsoft Office Suite (Outlook, Teams, Excel, PowerPoint, Word), Adobe products (Acrobat, Flash, Reader, etc.), and various web applications.

Key Competencies

• Commitment to quality, innovation, and process improvement utilizing collaborative teamwork.
• Be responsive, quick-thinking, and possess an innate ability to anticipate and respond to issues.
• Establish priorities and work in an organized manner with emphasis on detail and accuracy.
• Ability to handle multiple tasks and assignments and meet competing deadlines.
• High level of reliability, discernment, and commitment to maintaining confidentiality.
• Ability to work independently without close supervision and as a team member.
• Excellent written communication skills with consistent application of correct spelling, punctuation, and grammar for preparing and proofreading various documents and reports.
• Demonstration of strong customer service skills and ability to manage professional and interpersonal relationships.

Physical and mental requirements

The essential physical and mental requirements described here are representative of those that must be met by an employee to successfully perform the job’s essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.