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Job Summary
The Executive Assistant II to the Executive Vice President/Provost provides high-level administrative support to the Executive Vice President/Provost, ensuring the efficient operation of the division. This role requires a proactive, detail oriented, and highly organized individual who can handle complex tasks, manage confidential information, and interact with a wide range of stakeholders.
The Executive Assistant II will be responsible for managing schedules, coordinating meetings, preparing reports and presentations, and assisting with day-to-day operations within the Executive Vice President/Provost's office. Assist the Executive Vice President/Provost with the management of calendar, respond to emails, process documents, manage travel, facilitate obtaining signatures on relevant documents, prepare project documents and reports, budget management, represent the Provost at meetings when needed, take minutes of various groups/meetings, and other duties as requested.
The Executive Assistant II shall also assist the Secretary of the KCTCS Senate with procedures, logistics, and minutes pertaining to the KCTCS Faculty Senate, Senate Council, Faculty Promotion, and Faculty Elections.
Positions with the KCTCS System Office located in Versailles, KY are term-contract positions, with the expectancy of continuance based on performance.
KCTCS offers a hybrid work schedule with a requirement to be onsite a minimum of 3 days per work week. Hybrid work schedules are subject to periodic review and may be modified or terminated at any time.
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Job Duties:
Project Support: Provide administrative support for ongoing projects and initiatives within the Office of the Provost. Assist with the preparation and research for reports, presentations, and other deliverables.
Document Management: Assist in preparing, organizing, and filing various documents, including confidential reports, presentations, and other administrative materials.
Communication: Serve as the primary point of contact for internal and external communications, including drafting, editing, and proofreading correspondence on behalf of the Executive Vice President /Provost.
Budget Assistance: Help monitor and track office expenditures and assist in budget preparation and processing of invoices and reimbursements.
Relationship Management: Serve as a liaison between the EVP /Provost and the KCTCS President's Office, as well as other System Office senior leaders, College President's Offices, faculty, staff, students, and external partners, fostering positive relationships across all levels.
Calendar Management: Efficiently manage the EVP/Provost's calendar, scheduling meetings, appointments, and events, ensuring timely reminders and proper prioritization of tasks.
Meeting and Event Coordination: Organize meetings, conferences, and events, including logistics, preparation of materials, and follow-up actions. Attend meetings as required to take minutes and track action items.
Travel Arrangements: Coordinate domestic and international travel arrangements, including flights, accommodations, itineraries, and travel reimbursements.
Confidentiality & Discretion: Handle sensitive information with discretion, ensuring confidentiality and professionalism at all times.
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Preferred Qualifications:
Bachelor's Degree in Business Administration, Accounting, Computer Information Technology, Education Administration and six (6) years of relevant experience or equivalent.
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Additional Skills Requested:
Strong written and verbal communication skills, office organization and relationship management skills; strong computer skills to include document preparation, spreadsheets and budget management, and database management.
Ability to lead team/project meetings and direct work assignments to others when needed in the EVP/Provost's absence.
Strong diplomacy and interpersonal dynamics are a must.
Ability to work in a complex organization in a fast-paced environment.
Ability to manage multiple projects simultaneously.
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