Executive Administrative Assistant, Office of the President

Fort Hays State University•Hays, KS

About The Position

The Executive Administrative Assistant provides very high-level, skilled, and confidential office and administrative support to an executive officer in the Office of the President. The position serves as a liaison between the executive office and other executive offices, colleges, and departments, and handles duties ranging from executive personal-assistant support to complex administrative coordination. The role requires critical attention to detail, discretion, strong office and computer skills, and the ability to manage multiple high-level projects while maintaining 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 is January 2027, with the exact start date determined after offer acceptance and successful completion of a criminal background check.

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 and work on multiple tasks simultaneously.
Ability to manage multiple high-level projects while maintaining attention to detail.
Strong office and computer skills.
Ability to maintain budgets and expenditures.
Demonstrated ability to supervise staff.
Successful completion of a criminal background check for the final candidate.

Nice To Haves

Bachelor’s degree.
Prior experience working with executive leadership.
Cover letter and names and contact information for three professional references are preferred and strongly encouraged.

Responsibilities

Respond to inquiries to the executive office and serve as a liaison with other offices, managing communication flow.
Promote a positive image of the University and President’s Office by phone, electronically, and in person.
Coordinate scholarship processes for the unit, including communication with the University Foundation and Student Financial Assistance.
Compose and prepare correspondence, forms, manuals, and reports using appropriate word-processing and spreadsheet tools.
Plan, prioritize, and schedule meetings and appointments; coordinate special events and receptions.
Provide administrative support for events with university stakeholders, legislative representatives, University Foundation donors, and other special invitees, including managing invitations, RSVPs, and guest support.
Support designated committees, workgroups, task forces, and boards by creating agendas, maintaining minutes, and communicating with members.
Perform specialized administrative duties for the executive office, using discretion to make judgments based on operating guidelines.
Track and maintain in-kind resources with contracted partners and follow purchasing policies for other office items as needed.
Support searches for student, administrative, or faculty positions and fulfill human resources and payroll administrative requirements, including payroll preparation or certification, leave tracking, and appointment papers.
Arrange and coordinate travel and travel reimbursement for executive staff.
Research, gather, compile, and update 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.
Perform other related duties as required or assigned.
Supervise staff.