Executive Administrative Assistant - Kansas City Kansas Community College

Executive Administrative Assistant
 

The Executive Administrative Assistant provides high-level, confidential administrative support to the Vice President of Educational Innovation and Global Programs. This role involves managing various administrative tasks and ensuring the smooth operation of the Vice President's office.

Responsible for coordinating project activities, information retrieval, and complex administrative matters. Serves as the first point of contact and provides administrative support and assistance with everyday office operations, to ensure efficiency. Serves as a central point of contact by effectively handling phone calls, directing visitors, relaying messages, and facilitating communications both inside and outside of the College. Must provide excellent customer service to students, staff, faculty, and the community.

• Calendar and Schedule Management: Coordinate and manage the Vice President's calendar, including scheduling meetings, appointments, and travel arrangements. Proactively anticipate scheduling conflicts and resolve them efficiently.
• Meeting Coordination: Ensure the success of meetings. Organize and coordinate meetings, conferences, and events for the Vice President. This includes arranging logistics, preparing meeting agendas, taking minutes, and following up on action items.
• Communication and Correspondence: Draft and prepare professional correspondence, emails, reports, and other documents on behalf of the Vice President. Handle incoming communication, prioritize tasks, and ensure timely responses.
• Information Management: Maintain and organize confidential and sensitive information, both in electronic and hard-copy formats. Manage and update databases, contact lists, and files to ensure easy accessibility and retrieval of information.
• Travel Arrangements: Arrange domestic and international travel for the Vice President and other staff members as necessary. Coordinate flights, accommodations, visas, and itineraries while considering cost-effectiveness and time efficiency.
• Budget and Expense Management: Assist in monitoring and managing the budget for the Vice President's office. Track expenses, process invoices, and reconcile financial records. Provide regular reports on budget status.
• Stakeholder Engagement: Act as a liaison between the Vice President and internal and external stakeholders, including senior executives, partners, and other departments. Maintain professional and positive relationships while representing the Vice President's office.
• Project Support: Provide administrative support for various projects and initiatives led by the Vice President. Assist in research, data analysis, and preparation of presentations or reports as required.
• Office Administration: Oversee general office operations, including maintaining office supplies, coordinating technology support, and managing incoming/outgoing mail and packages. Ensure the office environment is organized and efficient.
• Collaboration Skills: Works closely with other areas under Educational Innovation and Global Programs to create and maintain master calendar of events, personnel attendance, programs.
• Perform other duties as assigned.

• Associate degree, in administrative procedures, project coordination, or equivalent discipline, and/or five years of equivalent combination of education, certificates and experience required.
• Experience in an executive office setting.
• Demonstrated sensitivity to an understanding of the diverse academic, socioeconomic, cultural, ethnic, and disability backgrounds of community college students and employees.

• Bachelor’s degree or equivalent combination of education.
• Coursework at the college level in administrative procedures.
• Five years (5) or more of increasingly responsible administrative support at a senior-management level, preferably in higher education at the Chief or Vice President level or above.
• Experience working in a higher education setting.

• Proven experience in executive-level administrative support or related roles.
• Demonstrated advanced Microsoft Office skills including Microsoft Outlook, Word, Excel, PowerPoint, and SharePoint to effectively draft and edit correspondence and produce high quality graphics/presentation materials. Ability to learn new technology/software and other institutional management software.
• Exceptional organizational and time management skills.
• Understanding of an educational institution, including its organization, processes, professional office procedures and best practices.
• Excellent organizational skills: ability to work on numerous projects, simultaneously balancing long- term and immediate project deadlines.
• Commitment to accuracy; attention to detail.
• Excellent oral and written communication skills.
• Punctuality and dependability.
• Strong interpersonal skills and ability to work collaboratively in a fast-paced environment.
• Ability to work well with and support individuals of diverse backgrounds.
• Effective interpersonal and emotional intelligence in working with senior executives inside and outside of the college; ability to diffuse conflict.
• Willingness to participate in continuous professional development.
• Discretion and ability to handle confidential information appropriately. Must be able to deal effectively, appropriately, and professionally with highly confidential and sensitive information.

While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and occasionally push or lift items. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK SCHEDULE
Standard work hours are between the hours of 8:00 a.m. to 5:00 p.m., Monday-Friday. Must be able to work a variable schedule/hour to meet operational needs. May require evening and weekend hours.

• Read the job announcement carefully noting the initial screening date, minimum qualifications, and required information. Note that information contained in your application materials will be used to determine if you meet the minimum qualifications for the position. Make sure you complete/submit all the documents listed as required.
• If the position lists a required transcript (during the application process) unofficial transcripts may be submitted. However, please note that upon selection for hire, you will be required to submit official transcripts.
• Ensure that your transcripts show that a degree was awarded or conferred if you are stating that it is your highest level of education completed. If you certify your level of education and it cannot be verified from your transcript(s), your application may not be referred to the selection committee.
• Foreign degrees are acceptable provided they have been translated and/or shown to have equivalency to a United States: Associate, Bachelor, Master, or Doctorate level degree.
• Documentation verifying completion of a degree, course work within a discipline, or other educational criteria should be electronically attached (uploaded) to your application.
• Three (3) professional references with phone number and email addresses are required.
• A college selection committee is responsible for application review and interviews. The final candidate(s) selected to be hired will be made by the hiring manager.
• Successful completion of a background check on all persons recommended for employment is required Individual hiring departments may elect to administer pre-employment tests, which are relevant to essential job functions as part of the applicant selection/hiring process.

***This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This job description may be revised upon development of other duties and changes in responsibilities.

KCKCC is an Equal Opportunity and Affirmative Action Educational Institution