NIAR Executive Assistant

Wichita State University; Wichita (KS); On-site; USD 55,000 - 70,000; Full time

Job summary

Wichita State University’s NIAR Sustainment department seeks an Executive Assistant to provide high‑level administrative support to senior leadership. Duties include managing complex calendars, coordinating meetings and events, travel arrangements, and preparing correspondence and reports.

The role requires discretion with confidential information, strong organization, and the ability to handle multiple tasks in a fast-paced environment.

Qualifications

• High school diploma required.
• 4 years of experience supporting an executive in an executive office setting or related field.
• Knowledge of scheduling, calendar management, and travel arrangements.

Responsibilities

• Maintains senior leaders’ schedules by planning meetings and travel arrangements.
• Prepares and edits correspondence, presentations, and reports.
• Process and edit financial or operational information, including budgets and purchasing aspects.
• Documents meeting notes and tracks action items to completion.
• Coordinate meetings/events, including catering, guest lists, and set up.

Skills

Calendar management

Executive support

Communication

Document handling

Vendor coordination

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Department: NIAR Sustainment

Campus Location: Wichita, KS-WSU McConnell

Hire Type: Full Time

Pay: Commensurate with experience

Work Schedule: Typically, Monday - Friday 7:30 am - 4:30 pm.Availability may be needed in the evenings or weekends, dependingon operations, as needed. Ability to travel overnight occasionally.Work is performed on-site and 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 Details

We are seeking a highly skilled and reliable Executive Assistant to provide exceptional administrative support to senior leadership. In this critical role, the successful candidate will manage complex schedules, coordinate high-level meetings and events, prepare and refine professional communications, and ensure the seamless execution of daily executive operations. This position requires a poised, detail-oriented professional who demonstrates sound judgment, strong organizational capabilities, and the ability to handle confidential matters with discretion.

Job Summary

Provides administrative professional support to senior leadership 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 expense reimbursements.

Essential Functions

Maintains senior leaders’ schedule by planning and scheduling meetings, conferences, teleconferences, and/or making travel arrangements.

Prepares or coordinates the preparation of correspondence, forms, reports, presentation materials and other written communications, as required.

Prepares, processes and edits financial or operational information, data and documents, which may include purchasing, budgets, materials necessary for meetings, special projects and reports.

Documents meeting notes, keeps records of all proceedings and acts as custodian for all related documentation. Prepares and distributes subsequent correspondence as needed and follows up on action items to ensure completion.

Coordinates meetings and events which may include, but is not limited to, catering, guest lists, entertainment, supplies, reservations, and set up.

Manages relationships and serves as point of contact with communications, coordination and follow-up on schedules, deliverables, and customer concerns.

Manages office functions and resolves problems independently; facilitates and implements solutions.

Exercises discretion, confidentiality, and judgment when dealing with matters of a sensitive confidential or personal nature.

Required Education and Experience:

• High school diploma or equivalent
• Four (4) years of experience working for an executive in an executive office setting or related field

Knowledge, Skills and Abilities:

Knowledge of executive-level administrative practices, procedures,and protocols.

Knowledge of scheduling and calendar management techniques,including coordination of complex meetings and travelarrangements.

Knowledge of business communication standards for preparingcorrespondence, presentations, reports, and meetingdocumentation.

Knowledge of office management processes, including purchasing,budgeting, and document workflow.

Knowledge of professional conduct standards related toconfidentiality, discretion, and handling sensitiveinformation.

Knowledge of event coordination practices, including logistics,catering, communications, and vendor interaction.

Skill in preparing, editing, and formatting reports, presentations,and written communications accurately and professionally.

Skill in coordinating meetings and events, including logisticsplanning, materials preparation, and follow‑up tasks.

Skill in data and document processing, including financial oroperational information such as budgets, expenses, orpurchasing.

Skill in maintaining accurate records, taking meeting minutes, andtracking action items through completion.

Skill in handling multiple tasks simultaneously while meetingdeadlines in a fast‑paced environment.

Skill in verbal and written communication with senior leaders,internal staff, and external stakeholders.

Ability to exercise sound judgment, discretion, and confidentialitywhile handling sensitive or personal matters.

Ability to establish and maintain effective working relationshipswith executives, staff, and external partners.

Ability to prioritize tasks, manage time effectively, and adapt to changing work demands.

Ability to anticipate leaders’ needs and proactively preparematerials, information, and schedules.

Ability to communicate clearly and professionally, both verballyand in writing.

Ability to travel when required for meetings, events, oradministrative support.

Ability to independently manage office functions and coordinate solutions to administrative challenges.

Physical Requirements:

Ability to remain in a stationary position.

Ability to operate a computer and other office equipment includingbut not limited to phone, printers, copiers, and calculators.

Ability to communicate with others and accurately exchangeinformation.

Ability to travel.