Executive Assistant to the President's Office

Department: President's Office

Campus Location: Wichita, KS - WSU Main Campus

Hire Type: Full Time

Pay: Range begins at $61,000/yr (negotiated based on qualifications)

Work Schedule: General business hours with required attendance regular nights & weekends; work is performed on-site and in person.

Export Compliance Requirement: This position requires access to EAR or ITAR controlled technologies. Applicants are required to be eligible for employment under U.S. export control laws and must meet 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 without slowing it down. We need exceptionally organized professional who understands that supporting university leadership takes more than managing a calendar. It takes anticipation, sound judgment, discretion, and the ability to see how all the moving pieces fit together.

The significant portion of the position focuses on coordinating the schedule & activities of the President and his household, and the broader needs of his office as well as the Provost. We need someone experienced with what it takes & stays up to date with basic evolving office technology. You will need to manage a constant flow of requests, conversations, & competing priorities from across the university to seamlessly coordinate into an ever-changing schedule. Your job is to track all the moving pieces of the office, stay organized, shift with competing or quickly changing deadlines all while ensuring the end result is as expected.

You’re not just keeping the calendar; you’re thinking three steps ahead.
Calm under pressure. Confident with people. Always one step ahead.
When all the burners are going, nothing burns and nothing boils over. Your composure, organization, and foresight to manage the unexpected while ensuring the expected still gets done.
Take your chance to join a hardworking office that keeps Wichita State growing, innovating & remaining as a top competitor for students across the nation!

Job Summary

Provides administrative professional support for the President and executive 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 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.

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 hours of college coursework can be substituted for two (2) years of experience.

Required License/Certifications/Training:

None

Knowledge, Skills and Abilities:

• Advanced administrative knowledge and technical proficiency.
• Core transferrable skills and strategic capabilities to act as a reliable partner to senior leadership.
• Ability to anticipate needs of the office &/or the executive team.
• Proficient with executive scheduling as well as booking flights and hotels.
• Knowledgeable handling invoices & processing of those related to policies that govern.
• Exceptional communication skills congruent with executive members, 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 a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. Ability to communicate with others and accurately exchange information.

Additional Physical Requirement: