Executive Assistant to the President's Office

WICHITA STATE UNIVERSITY; Wichita (KS); On-site; USD 55,000 - 67,000; Full time

Job summary

Wichita State University in Wichita, KS seeks an experienced administrative professional to support the President's Office. The role involves managing calendars, coordinating meetings, arranging travel, and preparing correspondence, presentations, and reports while handling reimbursements.

You will work on-site, requiring discretion, strong organizational skills, and the ability to prioritize across competing requests.

Qualifications

• 60 hours of college coursework in business administration.
• Six years of experience working for a high-level executive, executive office setting or related field. An additional 60 hours of college coursework can be substituted for two years of experience.

Responsibilities

• Maintains President, Vice President(s), and executive staff schedules by planning and scheduling meetings, conferences, teleconferences. Prepares and edits correspondence, presentations and reports, and prepares expense reimbursements. May make related travel arrangements.
• Coordinates events and schedules for the President's family. May coordinate professional meetings and events which may include, but is not limited to, catering, guest lists, entertainment, supplies, reservations, and set up.
• Coordinates with state-contracted government relations personnel for President and executive staff.
• Manages guest relations for sporting events hosted by the President and Governmental Relations. Manages the President's skybox at Eck Stadium and all events at the President's residence. Coordinates maintenance of home and grounds.
• Presides as the Assistant Secretary to the Board of Trustees (BOT) with planning and coordination of meetings, transcribing of minutes, managing action items, maintaining records, communicating and corresponding with members of the BOT and President's Council.
• Interacts with faculty, staff, alumni, government officials and high-level University, business, city, county and state administrators.
• Exercises discretion, confidentiality, and judgment when dealing with matters of a sensitive, confidential or personal nature.
• Supervises President's Office student assistants.

Skills

Executive scheduling

Travel arrangements

Confidentiality

Communication skills

Office administration

Education

60 hours of college coursework in business administration

Bachelor's Degree in business or related field

Job description

Department:

President's Office

Campus Location:

Wichita, KS - WSU Main Campus

Hire Type:

Full Time

Pay:

Range begins at $61,000/yr (negotiated based onqualifications)

Work Schedule:

General business hours with requiredattendance regular nights & weekends; work is performed on-siteand in person.

Export Compliance Requirement:

This position requires accessto EAR or ITAR controlled technologies. Applicants are required tobe eligible for employment under U.S. export control laws and mustmeet the requirement of being a “U.S. Citizen”.

Job Story

The President's Office is seeking a discerning, astute &industrious person to handle the dynamics this position presents.Someone who can bring order to a fast-moving environment withoutslowing it down. We need exceptionally organized professional whounderstands that supporting university leadership takes more thanmanaging a calendar. It takes anticipation, sound judgment,discretion, and the ability to see how all the moving pieces fittogether.

The significant portion of the position focuses on coordinating theschedule & activities of the President and his household, andthe broader needs of his office as well as the Provost. We needsomeone experienced with what it takes & stays up to date withbasic evolving office technology. You will need to manage aconstant flow of requests, conversations, & competingpriorities from across the university to seamlessly coordinate intoan ever-changing schedule. Your job is to track all the movingpieces of the office, stay organized, shift with competing orquickly changing deadlines all while ensuring the end result is asexpected.

You’re not just keeping the calendar; you’re thinking three stepsahead.
Calm under pressure. Confident with people. Always one stepahead.

When all the burners are going, nothing burns and nothing boilsover. Your composure, organization, and foresight to manage theunexpected while ensuring the expected still gets done.

Take your chance to join a hardworking office that keeps WichitaState growing, innovating & remaining as a top competitor forstudents across the nation!

Job Summary

Provides administrative professional support for the President andexecutive staff which may include, but is not limited to,scheduling and appointments; coordination of meeting and events;travel arrangements; preparing and editing correspondence,presentations, and reports, and preparing expensereimbursements.

Essential Functions

• Maintains President, Vice President(s), and executive staffschedules by planning and scheduling meetings, conferences,teleconferences. Prepares and edits correspondence, presentationsand reports, and prepares expense reimbursements. May make relatedtravel arrangements.
• Coordinates events and schedules for the President's family. Maycoordinate professional meetings and events which may include, butis not limited to, catering, guest lists, entertainment, supplies,reservations, and set up.
• Coordinates with state-contracted government relations personnelfor President and executive staff.
• Manages guest relations for sporting events hosted by thePresident and Governmental Relations. Manages the President'sskybox at Eck Stadium and all events at the President's residence.Coordinates maintenance of home and grounds.
• Presides as the Assistant Secretary to the Board of Trustees(BOT) with planning and coordination of meetings, transcribing ofminutes, managing action items, maintaining records, communicatingand corresponding with members of the BOT and President'sCouncil.
• Interacts with faculty, staff, alumni, government officials andhigh-level University, business, city, county and stateadministrators.
• Exercises discretion, confidentiality, and judgment when dealingwith matters of a sensitive, confidential or personal nature.
• Supervises President's Office student assistants.

Required Education and Experience

• 60 hours of college coursework in business administration.
• Six (6) years of experience working for a high-level executive,executive office setting or related field. An additional 60 hoursof college coursework can be substituted for two (2) years ofexperience.

Required License/Certifications/Training

None

Knowledge, Skills and Abilities

• Advanced administrative knowledge and technicalproficiency.
• Core transferrable skills and strategic capabilities to act asa reliable partner to senior leadership.
• Ability to anticipate needs of the office &/or theexecutive team.
• Proficient with executive scheduling as well as booking flightsand hotels.
• Knowledgeable handling invoices & processing of thoserelated to policies that govern.
• Exceptional communication skills congruent with executivemembers, state leaders & other high-priority stakeholders.
• Methodical organizational skills utilized constantly.
• Ability to be flexible & shift as needed for the office,President's or priority's needs.

Preferred Qualifications

• Bachelor's Degree in business or related field
• Four years of experience working for a high level executive,executive office setting or related field.

Physical Requirements

Ability to remain in a stationary position. Ability to operate acomputer and other office equipment including but not limited tophone, printers, copiers, and calculators. Ability to communicatewith others and accurately exchange information.