Executive Administrative Assistant, Office of the President

Department

Office of Events and Communication

Job Posting Title

Executive Administrative Assistant, Office of the President

Job Description

An Executive Administrative Specialist performs very high-level office and administrative support duties for an executive officer. This position provides skilled and confidential support for the executive, and serves as a liaison for that office with other executive offices, colleges, and departments. The Executive Administrative Specialist must perform a wide variety of administrative support duties ranging from executive personal assistant duties to complex administrative coordination.

Essential Duties and Responsibilities

• Respond to inquiries to the executive office; serve as a liaison with other offices, managing the flow of communication.
• Promote positive image of the University and Presidents Office on the phone, electronically and in person.
• Coordinate scholarship processes for the unit. Including communication with University Foundation and Student Financial Assistance.
• Compose and prepare correspondence, forms, manuals, and reports using appropriate word processing and spreadsheet tools.
• Plan, prioritize and schedule meetings and appointments. Coordinate multiple special events and receptions.
• Serve as administrative support for events with key university stakeholders, legislative representatives, University Foundation donors, and other special invitees. This includes managing invitations, RSVP's and guest support.
• Serve as the administrative support person for designated committees, workgroups, taskforces, and boards; create agendas, maintain minutes, and communicate to members of the group.
• Perform specialized administrative duties required to support the specific responsibilities of the executive office, using discretion to make judgments based on operating guidelines.
• Track and maintain "in kind" resources with contracted partners. Following appropriate purchasing policies as needed for other office items.
• Support the administration of searches for student, administrative or faculty positions; fulfill human resource and payroll administrative requirements, such as payroll preparation or certification, leave tracking, appointment papers, and other requirements.
• Arrange and coordinate travel and travel reimbursement for executive staff.
• Compile and maintain information that may require web or library researching, gathering, compiling, and updating data and records. Including but not limited to Retired Faculty and Staff listing.
• Perform budget tracking, reconciliation, and analysis.
• Maintain files and databases for the executive office, while maintaining confidentiality and discretion.

Perform any other related duties as required or assigned.

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily with critical attention to detail. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Benefits: To review our competitive benefit package, please visit FHSU Benefits.

Minimum Qualifications

This position requires an appropriate two-year degree and event planning and administrative support experience.

Preferred Qualifications

• Bachelor's Degree.
• Prior experience working with executive leadership.

Additional Skills

Advanced: Strong written and verbal communication skills.

Intermediate: Ability to follow instructions and pay attention to detail. Ability to organize and prioritize work. Ability to solve problems. Ability to work on multiple tasks simultaneously and pay attention to detail. Demonstrated ability to supervise staff.

Additional Information

Ability to manage multiple high-level projects at one time, while maintaining attention to detail on each.

Strong office and computer skills, and the ability to maintain budgets and expenditures.

Demonstrated ability to supervise staff.

Schedule: This position follows the traditional university schedule of Monday -Friday, 8:00am-4:30 pm. Events may require flexibility.

Priority Deadline: Screening of applications will begin October 26, 2026 and continue until the position is filled.

Appointment Date: Anticipated January 2027; the exact start date will be determined following acceptance of an offer and successful completion of a criminal background check.

Application Process: To apply for this position, please visit FHSU Careers. Only electronic applications submitted through the webpage will be accepted.

Required Application Documents: Applicants must submit a current resume. A cover letter and the names and contact information of three professional references are preferred and strongly encouraged.

Applicant documents should be submitted in one PDF.

If you have questions regarding the position, please contact:

Tara Garcia

tngarcia@fhsu.edu

Community of Hays

FHSU is located in Hays, a vibrant college town of approximately 20,000, located halfway between Kansas City and Denver on Interstate 70. Hays is the regional center for education, health care, professional services, shopping, culture, and recreation for the western half of Kansas. The community boasts excellent recreational programs and facilities, including the comprehensive Center for Health Improvement, Hays Aquatic Park, Smoky Hill Country Club, Hays Municipal Golf Course, and extensive walking, running, and biking trails. Hays is within 45 minutes of two large lakes that offer great opportunities for boating, fishing, and camping. The Hays Municipal Airport provides connecting service to Denver with several flights daily. The Hays community is home to excellent Pre-K and K-12, public and private schools. With over 60 restaurants, major retail outlets, a low unemployment rate, and very short commute times, the city provides a safe, welcoming, low-cost, high-quality living environment for the residents who call "Hays, America" home.

Notice of Non-discrimination: FHSU is committed to providing equal opportunity and access to its educational programs, employment, services, and activities in compliance with federal and state nondiscrimination laws. FHSU prohibits discrimination, harassment, and retaliation on the basis of race, color, national origin, ethnicity, religion, sex (including pregnancy, sexual orientation, and gender identity and expression), age, disability, genetic information, marital status, veteran status, or any other characteristic protected by applicable law in its programs, activities, admissions, or employment.

Background Check: Final candidate will have consented to and successfully completed a criminal background check.

Notice to KPERS retirees applying for a position: Recent legislation changes working-after-retirement rules for both you and your employer if you go back to work for a KPERS employer. Please contact your KPERS representative or www.kpers.org for further information on how this might affect you.