Executive Administrative Assistant, Office of the President

Fort Hays State University•Hays, KS

1d•Onsite

About The Position

The Executive Administrative Assistant provides high-level, skilled, and confidential office and administrative support to an executive officer in the Office of the President. The role serves as a liaison between the executive office and other executive offices, colleges, and departments, and covers duties ranging from executive personal assistance to complex administrative coordination. The position requires discretion, sound judgment, strong attention to detail, and the ability to manage multiple high-level projects while maintaining office budgets and expenditures. The position follows the traditional university schedule of Monday through Friday, 8:00 a.m. to 4:30 p.m.; events may require flexibility. The anticipated appointment date is January 2027, with the exact start date determined after acceptance of an offer and successful completion of a criminal background check. The role is based in Hays, Kansas.

Requirements

Appropriate two-year degree.
Event planning and administrative support experience.
Strong written and verbal communication skills.
Ability to follow instructions and pay attention to detail.
Ability to organize and prioritize work.
Ability to solve problems.
Ability to work on multiple tasks simultaneously while maintaining attention to detail.
Demonstrated ability to supervise staff.
Strong office and computer skills.
Ability to maintain budgets and expenditures.
Ability to manage multiple high-level projects at once while maintaining attention to detail.

Nice To Haves

Bachelor’s degree.
Prior experience working with executive leadership.

Responsibilities

Respond to inquiries to the executive office and manage communication flow as a liaison with other offices.
Promote a positive image of the University and President’s Office by phone, electronically, and in person.
Coordinate scholarship processes, including communication with the University Foundation and Student Financial Assistance.
Compose and prepare correspondence, forms, manuals, and reports using word processing and spreadsheet tools.
Plan, prioritize, and schedule meetings and appointments.
Coordinate special events and receptions, including invitations, RSVPs, and guest support for events with university stakeholders, legislative representatives, donors, and other invitees.
Provide administrative support to designated committees, workgroups, task forces, and boards, including preparing agendas, maintaining minutes, and communicating with members.
Perform specialized administrative duties for the executive office, exercising discretion and judgment based on operating guidelines.
Track and maintain in-kind resources with contracted partners and follow purchasing policies for office items.
Support searches for student, administrative, and faculty positions and complete human resources and payroll administrative tasks, including payroll preparation or certification, leave tracking, and appointment papers.
Arrange and coordinate executive staff travel and travel reimbursement.
Research, compile, update, and maintain information and records, including the Retired Faculty and Staff listing.
Track, reconcile, and analyze budgets.
Maintain executive office files and databases while preserving confidentiality and discretion.
Supervise staff.
Perform other related duties as required or assigned.