Executive Assistant to VP of Academic & Student Success (Executive Assistant I)
About The Position
The Executive Administrative Assistant to the Vice President of Academics and Student Services provides high-level administrative support to the VP, ensuring the efficient operation of the division. This role requires a proactive, detail-oriented, and highly organized individual who can handle complex tasks, manage confidential information, and interact with a wide range of stakeholders. The assistant will be responsible for managing schedules, coordinating meetings, preparing reports and presentations, and assisting with day-to-day operations within the VP's office. Assist the VP with the management of calendar, take minutes of various groups/meetings, respond to emails, process documents, manage travel, facilitate obtaining signatures on relevant documents, prepare project documents and reports, budget management, and other duties as requested. The assistant also supports/assists the other units within the division. Positions with the KCTCS System Office located in Versailles, KY are term-contract positions, with the expectancy of continuance based on performance. KCTCS offers a hybrid work schedule with a requirement to be onsite a minimum of 3 days per work week. Hybrid work schedules are subject to periodic review and may be modified or terminated at any time.
Requirements
- Bachelor's Degree and four (4) years of relevant experience or equivalent.
- Strong written and verbal communication skills, office organization and relationship management skills.
- Strong computer skills to include document preparation, spreadsheets and budget management, and database management.
- Ability to work in a complex organization in a fast-paced environment.
- Ability to manage multiple projects simultaneously.
Nice To Haves
- Bachelor's Degree and four (4) years of relevant experience or equivalent.
- Ability to lead team/project meetings and direct work assignments to others when needed in the VP of Academics & Student Service’s absence.
- Strong diplomacy and interpersonal dynamics are a must.
- Proper planning is essential, anticipation of needs is critical, and follow up and follow through is of high importance.
Responsibilities
- Efficiently manage the VP's calendar, scheduling meetings, appointments, and events, ensuring timely reminders and proper prioritization of tasks.
- Organize meetings, conferences, and events, including logistics, preparation of materials, and follow-up actions.
- Attend meetings as required to take minutes and track action items.
- Provide administrative support for ongoing projects and initiatives of the VP and within the Academics and Student Services unit.
- Assist with the preparation and research for reports, presentations, and other deliverables.
- Support KCTCS Senate with procedures, logistics, and minutes pertaining to Faculty Senate Council and Faculty Elections.
- Help monitor and track office expenditures and assist in budget preparation and processing of invoices and reimbursements.
- Order departmental supplies, complete electronic business forms and reconcile procurement card statements.
- Coordinate domestic and international travel arrangements, including flights, accommodations, itineraries, and travel reimbursements.
- Prepare, organize, and maintain confidential reports, presentations, and other administrative materials in various formats.
- Manage electronic platforms and repositories that store and share documents for various internal groups (e.g. Teams, SharePoint).
- Oversee access permissions, version control, and collaborative workflows to ensure secure, efficient, and professional information sharing while maintaining confidentiality standards.
- Serve as the primary point of contact for internal and external communications, including drafting, editing, and proofreading correspondence on behalf of the VP.
- Serve as a liaison between the VP and the KCTCS President's Office, KCTCS Cabinet/Executive Team and other System Office senior leaders, College President's Offices, faculty, staff, students, and external partners, fostering positive relationships across all levels.
- Work collaboratively with the Executive Administrative Assistants of the President's Office and the Executive Vice President and Provost as well as other senior administrative assistants at KCTCS.
- Perform other duties as assigned
Benefits
- Exceptional health care, vision, and dental coverage for you and your family
- Tuition reimbursement/waiver for you, your spouse, and dependents
- 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
- Vacation/Sick Time
- Work-Life Balance
- 9.5 Paid Holidays
- 2 Weeks Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
- Employee Assistance Program
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What This Job Offers
Job Type
Full-time
Career Level
Executive
