Executive Administrative Assistant

City of Kansas City • Kansas City, MO

4d

About The Position

The Executive Administrative Assistant provides high-level executive, administrative, operational, and project support to the Vice Provost of Research and Dean, College of Biosciences. The position serves as a key administrative partner, coordinating executive priorities, communications, meetings, research-related activities, institutional data, special projects, and relationships with internal and external partners. It requires discretion, independent judgment, strong organization, the ability to anticipate needs, and diplomacy when working with faculty, students, senior university leadership, external partners, donors, and government agency representatives.

The role supports work across the College of Biosciences, Office of Research and Sponsored Programs, library operations, and the university research enterprise. It also supports research and academic operations across both campuses, faculty affairs, college initiatives, and office and financial administration. Physical and mental requirements include operating office equipment and a computer for extended periods, communicating clearly, and collecting and interpreting information to make sound judgments. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

• Bachelor's degree in business administration, higher education, communications, organizational management, or a related field, or an equivalent combination of education and experience.
• At least five years of progressively responsible administrative or executive support experience.
• Experience supporting senior-level leadership and managing multiple priorities.
• Strong organizational, written, and verbal communication skills.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to gather, organize, analyze, and present information effectively.
• Ability to exercise sound judgment, maintain confidentiality, and work independently.
• Strong interpersonal skills and ability to work effectively with diverse internal and external stakeholders.
• Physical dexterity to use hands, arms, and shoulders repetitively to operate a keyboard and other office equipment, use a telephone, and access file cabinets and items stored at various levels, including overhead.
• Ability to speak and hear well enough to communicate clearly and understandably at conversational distance, over the telephone, and in a group setting.
• Ability to continuously operate a personal computer for extended periods of time (four or more hours).
• Mental acuity to collect and interpret data, evaluate, reason, define problems, establish facts, draw valid conclusions, and make valid judgments and decisions.

Nice To Haves

• Experience in higher education, academic medicine, health sciences, or a research environment.

Responsibilities

• Provide high-level administrative and operational support to the Vice Provost of Research and Dean, College of Biosciences.
• Coordinate and manage internal and external meetings, including agendas, materials, presentations, logistics, and follow-up on action items and commitments; prioritize time-sensitive matters.
• Arrange travel, including itineraries, conference logistics, and site visits, and reconcile related expense reports.
• Assist with high-level correspondence and communications, including staff communications, executive reports, and presentations.
• Answer telephone calls, determine priorities, prepare responses, and/or respond appropriately and promptly.
• Lead and coordinate assigned strategic projects and initiatives, ensuring timely completion and effective stakeholder communication.
• Serve as a professional liaison with university leaders, faculty, staff, students, and external partners regarding research.
• Support research and academic operations across both campuses.
• Maintain records, databases, reports, and other operational documentation, including confidential records and information.
• Gather, organize, and assist in analyzing institutional and external research data.
• Support relationships between institutional, academic, community, and research partners.
• Develop project timelines, track deliverables, and provide status updates.
• Anticipate administrative needs and identify opportunities to improve processes and efficiency.
• Support faculty affairs, including hiring, rank, and promotion, applying knowledge of relevant policies.
• Support college initiatives, events, meetings, and special projects.
• Participate in preparing, monitoring, and reporting annual operating budgets and related reports.
• Oversee office operations, including supplies, records management, equipment, and software needs, and recommend efficiency improvements.
• Perform other duties and special projects as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level