Executive Assistant

The Executive Vice President for Finance & Administration seeks qualified applicants for an Executive Assistant to provide senior-level administrative support. This position requires exceptional communication and collaboration skills and demonstrates the highest degree of discretion and judgment in dealing with confidential information on all matters. All staff positions on campus support students and will be involved in student-focused activities. This is a year-round 75% time benefitted position. Duties/Responsibilities Comprehensive and Complex Administrative Support (60%) Provide comprehensive administrative support and complex calendar management for the Executive Vice President for Finance and Administration and other staff as required. Schedule all meetings and appointments; ensure their schedule reflects the institution’s priorities, and ensure materials are prepared as needed for meetings and events, including agendas, supporting materials, and event scripts. Coordinate complex travel and meeting itineraries including as needed room reservations, catering arrangements, and invitations. Complete special projects as assigned. Daily Office Operations (40%) Oversee the operations of Hale Building and provide reception coverage. Triage administrative problems, which can be sensitive in nature, with internal and external constituents with discretion and independent judgment via phone conversations, email and/or in person to direct to appropriate office/staff member. Must follow up issue to completion and maintain documentation. Ensure timely accomplishment of varied tasks, involving ability to recognize and accurately disseminate potentially high-risk and sensitive issues in an appropriate and professional manner, always maintaining a high degree of confidentiality. Anticipate and solve potential issues that may arise. Manage office budget, including processing and reconciling p-card expenses, travel, accounts payable, purchasing, requesting budget moves, institutional memberships, and analyzing budget reports. Take, edit, and publish minutes of KSC Leadership Team and other meetings as needed. Manage communications by prioritizing, summarizing, and screening all incoming phone calls, email, mail, or materials, directing time-sensitive information as needed. Manage requests for information and data, which may contain highly confidential and sensitive information, from internal and external constituencies. Prepare written responses to routine inquiries and correspondence/ acknowledgements, thank you, welcome, retirement, congratulations, inauguration certificates. Draft correspondence as needed. Review for accuracy and appropriateness documents for signature – troubleshoot if issues are noted. Maintain electronic and hard copy filing system. General support duties, including photocopying, fax and mailings. Key operator for multi-function printers in Hale Building. Monitor and order office supplies and stationery as…