Executive Assistant
- Employer
- The University of Kansas
- Location
- University of Kansas Lawrence Campus
View moreView less
- Administrative Jobs
- Academic Affairs, International Programs, Institutional & Business Affairs, Clerical & Administrative Support
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
- Serve as central point of contact for dissemination of communication and outreach efforts on SIO’s behalf.
- Manage the SIO’s calendar, coordinating with internal and external partners including but not limited to scheduling or rescheduling meetings, conference calls, and on-site visits. Prepare professional and accurate correspondence as required.
- Assist the SIO in staying on schedule, organized, and responding to requests in a timely and professional manner.
- Follow-up on pending requests or when details of a meeting are incomplete. Provide the SIO with regular updates on meetings scheduled and related tasks.
- Prepare daily calendar folder, providing necessary meeting agendas, travel itineraries, and materials. Manage any last-minute changes or cancellations.
- Maintain an organized filing system for receipts/ invoices, submit to accounting specialist in a timely manner, and follow up on items as requested.
- Prioritize daily tasks and to-do lists. The executive assistant must have a high level of adaptability and be organized enough to manage multiple projects, start and stop projects, and change project direction midstream.
- Coordinate with delegation visit management team to schedule meetings with the SIO and Associate Vice Provosts. Ensure Leadership Team is briefed with a high level of specificity about context and purpose for each special visit.
- Schedule Leadership Team meetings, prepare agenda, reserve meeting locations, coordinate meeting technology, secure presenters, and distribute meeting information to members.
- Attend Leadership Team meetings, taking detailed meeting minutes and tracking action items.
- Schedule meetings for the Associate Vice Provosts as requested.
- Maintain and distribute staff directories, email distribution lists, and Microsoft Teams site access for working groups involving International Affairs.
- Coordinate new employee onboarding for SIO and AVP direct reports - keys, business cards, portraits, name plates/tags, introductions to key personnel, technology, etc.
- Support vacant position searches as requested.
- Ensure all office operations are performed effectively and efficiently.
- Purchase office equipment and supplies following state and university guidelines and maintain equipement inventory.
- Maintain office manual detailing instructions on how to complete office tasks.
- Engage in front-line trouble-shooting and expedite problem solving for the office.
- Support the SIO's work with national, state, and local conferences, boards, agencies, delegations, and work groups; including scheduling, communications, agenda and meeting material preparation, meeting arrangements, and compilation and distribution of minutes and other materials as appropriate.
- Investigate or research topics as requested by the SIO. Provide detailed follow-up of findings in a timely manner.
- Arrange travel (flights, hotels, car services, registration, etc) for the SIO and AVPs as requested. Submit travel documentation (receipts, meeting itineraries) for processing. In some instances, the executive assistant may be asked to coordinate travel for guest speakers or working teams traveling for university business.
- Track and submit invoices, expenses, and mileage reimbursements. Work with our account specialist to follow up on missing receipts or support items needed to process expenses.
- Bachelor's degree with 7 years' of office experience OR High School diploma OR GED equivalency and 10 years of office experience.
- Experience using scheduling software, including Microsoft Outlook, Zoom and Microsoft Teams as demonstrated by application materials.
- Experience using Word, PowerPoint and Excel as demonstrated by application materials.
- Experience editing and writing professional office correspondence, as demonstrated by at least two (2) years of related experience and writing sample.
- Minimum one (1) year of experience working in an environment that required planning, organizing, and meeting deadlines.
- Minimum one (1) year of experience handling sensitive and confidential material and information.
- Excellent interpersonal and oral communication skills, as demonstrated by interview and application materials.
- Experience working with a wide range of populations.
- Experience with international programs & services.
- Experience working independently with minimal supervision.
- Prior work experience that required being detail-oriented.
- Prior experience/ knowledge of the University of Kansas structure, organization, and administration procedures.
- Cover letter addressing how you meet the required and preferred qualifications.
- A resume/CV
- Contact information for three professional references (including at least one previous or current supervisor).
- Completion of the online application.
- Professional office correspondence writing sample such as an e-mail or memo.
Application review begins Wednesday, August 14th, 2024 and continues until a pool of qualified applicants is identified.Contact Information to ApplicantsKim Booth
boothk@ku.edu
Advertised Salary Range51,000.00 ($24.52/hour)Work ScheduleMonday - Friday, 8 am - 5 pmApplication Review BeginsWednesday August 14, 2024Anticipated Start DateTuesday September 3, 2024Apply to Job
Organization
Working at the University of Kansas
Join the University of Kansas, and you’ll become part of a Jayhawk family that spans the globe. Wear your KU shirt in London, Istanbul, Buenos Aires, Nairobi or anywhere else, and you will likely hear a resounding “Rock Chalk!” from a stranger. Of course, the appropriate response is an enthusiastic “Jayhawk!” Because, after all, they’re not really strangers, they’re family.
The Jayhawk community is united by more than 150 years of tradition and by our commitment to pushing the boundaries of knowledge, transforming the academic experience, and creating solutions through innovative research. KU’s mission is to lift students and society by educating leaders, building healthy communities and making discoveries that change the world.
The University of Kansas is the state’s flagship university and one of just 66 invited members of the prestigious Association of American Universities (AAU). We consistently earn high rankings for academics and recognition as a premier research university.
KU faculty and staff embrace our role as the state’s flagship university, AAU member and R1 institution that serves the state, nation and world. We celebrate the energy and compassion that infuse the Jayhawk spirit; and, we remain true to KU’s historic values: the elevating force of education, the transformative power of research and the healing power of service.
Diversity, Equity, Inclusion, and Belonging
The University of Kansas is committed to a learning and workplace environment that is representative of our nation and global society, accepts and values everyone, appreciates our common humanity and understands that our multiple differences are the cornerstone of academic preparation, professional excellence and distinction. KU must be a place where all people feel they belong and have access to resources and support that help them attain their educational and professional goals.
We recognize there are inequalities and privileges generated by historical and persistent intersecting differences by race, ethnicity, gender identities, gender expressions, sexual orientation, socio-economic status, age, abilities, religion, regional background, veteran status, citizenship status and nationality. And we hold ourselves accountable for policies, processes and programs that appreciate these and other differences and create more fair, safe and just learning, working and living environments for KU students, faculty and staff.
Instruction
KU offers a broad array of undergraduate and graduate study programs, and we fulfill our mission through academic and research programs of international distinction, coupled with outstanding libraries, teaching museums and information technology. These resources enrich the academic experience for students from all 50 states and 112 countries, and provide enrichment resources for KU faculty and staff.
Research
The university attains high levels of research productivity and recognizes that faculty are part of a network of scholars and academicians that shape a discipline as well as teach it. KU staff are integral to our research success, participating in and supporting discoveries that expand knowledge and improve lives.
Service
The university and our employees serve society through research, teaching and the preservation and dissemination of knowledge. KU's academic programs, arts facilities and public programs provide cultural enrichment opportunities for the larger community. And, KU offers educational, research and service programs throughout the state. KU employees are encouraged to participate in and serve the campus and surrounding communities in a way that is meaningful to them.
International Dimension
KU offers more than 100 programs of international study and cooperative research for KU students and faculty at sites around the world. The university offers teaching and research that draw upon and contribute to the most advanced developments throughout the United States and abroad. At the same time, KU's extensive international ties support economic development in Kansas.
Values
The University of Kansas, our students and employees are committed to excellence. We foster a multicultural, inclusive environment in which the dignity and rights of individuals are respected. Intellectual diversity, integrity and disciplined inquiry in the search for knowledge are of paramount importance.
Our City and State
KU sits atop Mt. Oread in the center of Lawrence, a town full of natural beauty and culture. In fact, Rolling Stone magazine named Lawrence one of the best college towns in the United States. Lawrence is home to more than 100,000 people, and has a charming, Midwestern friendliness that welcomes visitors and celebrates diversity. In addition to KU, Lawrence is home to Haskell Indian Nations University, the premiere tribal university in the United States.
Lawrence’s historic and thriving downtown features restaurants, nightlife and local shops offering unique finds that you won’t find anywhere else. The town has more than 50 parks, an encompassing mixed-use trail, and quick access to biking/hiking trails along the Kansas River and around Clinton Lake. A five-minute drive from Lawrence, Clinton Lake offers fishing, boating, beaches, camping and other outdoor activities.
Located just 40 minutes west of Kansas City, Lawrence offers the appeal of a mid-size, suburban town with quick access to the amenities of a large city, including an international airport. The Kansas City metro area is home to world-class museums and cultural activities, Jazz clubs and other nightlife venues, expansive shopping options, and exciting professional sports with the Kansas City Chiefs, Kansas City Royals and Sporting KC.
Kansas is in the center of the country, making it convenient and cost effective to fly or drive to destinations throughout the United States. Far from flat, the Flint Hills, just 90 minutes from Lawrence, offer panoramic vistas that showcase the breathtaking beauty of America.
Making KU Your Home
Something about Lawrence is magnetic. Long-time residents are never surprised when a KU student or employee from out of state decides to make Lawrence their permanent home. And, even those who do leave often find themselves returning to “the nest” at some point in the future. In fact, Lawrence has been named by several publications as one of the best places to retire.
At the University of Kansas, you’ll join a global Jayhawk family and find a place to call home.
Get job alerts
Create a job alert and receive personalized job recommendations straight to your inbox.
Create alert