Executive Assistant to President/CEO and CFO; Board Liaison

Kansas Health Science Center•Wichita, KS

5d•Onsite

About The Position

This position provides a high level of active and independent administrative support to the Executive Team of Kansas Health Science University. This role provides essential administrative support to the CEO, CFO and other members of the Cabinet and collaborates closely with the executive assistants serving the Academic Affairs, Student Affairs, and Advancement teams. As part of that role, this position is responsible for coordinating all organizational activities related to the KHSU Board of Trustees and board committees.

Requirements

Responsive and anticipatory, with the ability to manage priorities and work with a focus on detail and accuracy.
Capable of handling multiple tasks and meeting competing deadlines with minimal supervision.
Demonstrate a high level of reliability and commitment to confidentiality.
Strong customer service orientation and professional relationship management skills.
Advanced technical skills, including proficiency in Microsoft Office (Teams, Word, Excel, PowerPoint) and web applications.
Flexibility to participate in special assignments and events during non-standard hours as opportunities arise.
A bachelor’s degree is preferred; however, candidates with significant relevant experience will also be considered.
Three to five years of related experience are required.
Must possess advanced knowledge/skills with the Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Internet tools, and applications.
High level of professionalism, discretion, and judgment when working with confidential or sensitive information.
Strong oral and written communication skills
The ability to multi-task and maintain a high level of productivity and efficiency.
Maintain a team-oriented approach and possesses the ability to build collaborative relationships and work effectively with colleagues at all levels.
Strong interpersonal skills; ability to interact in a calm, supportive, and professional manner with diverse and culturally diverse internal and external constituents.
Ability to work independently without close supervision and as a member of a team, seek consultation when necessary.
Ability to perform sedentary work and operate standard office equipment.
Must have the physical stamina to participate actively in events, including standing for extended periods when necessary.

Nice To Haves

Experience in higher education preferred.
Experience working with boards, governance structures, or student government preferred.

Responsibilities

Provide active and independent administrative support in a dynamic environment to the President and the President’s Cabinet members as requested.
Manage and facilitate executive projects, ensuring timely completion and high-quality standards.
Serve as a project manager for the President's Cabinet, coordinating efforts and streamlining communication.
Prepare and oversee detailed agendas for meetings, ensuring all materials and follow-ups are handled proactively, reducing the need for executive follow-up.
Coordinate travel arrangements, including flights, hotels, and ground transportation, ensuring smooth and efficient travel experiences.
Create and manage high-level correspondence and communication pieces, such as executive reports, presentations, and staff communications, using advanced skills in Microsoft Excel and PowerPoint to produce graphs and succinct data visualizations.
Handle confidential or complex tasks, necessitating a high degree of discretion, judgment, tact, and diplomacy.
Participate in the preparation, monitoring, and reporting of annual operating budgets and related financial reports.
Coordinate logistics for conferences, meetings, and events, including handling travel and venue arrangements.
Assist Operations with various needs, including facility management, IT requests, and other miscellaneous tasks.
Manage special projects and reports as assigned.
Manage all aspects for the KHSU Board of Trustees (BOT) and board committees.
Manage the planning and execution of meetings and events hosted by the Board of Trustees and/or the University President
Plan and execute all BOT/committee meetings, conferences, system-wide special events, or retreats.
Facilitate all correspondence to the BOT, committee, and council members (i.e., calendar invitations, routine and non-routine communications, monthly board reports, etc.).
Utilize and manage Diligent Boards on-line portal for board materials and coordinate Diligent training for new users.
Schedule and manage the master board and committee meeting calendar.
Prepare agendas, documents, presentations, and reports, including composition, editing, spelling, grammar, and proofreading.
Attend all board and committee meetings to record and transcribe meeting minutes.
Coordinate all routine and non-routine governance activities (i.e., election cycle, committee assignments, conflict of interest disclosure statements, trustee self-assessment process, bylaw, and manual updates, etc.).
Manage board templates, document repository, and record keeping.
Coordinate board/committee records with The Community Solution Education System, Office of the Corporate Secretary, and facilitate requests from the System Board Affairs Office.
Available to travel and attend various board and committee meetings.