Job Summary

The Executive Administrative Assistant to the Senior Vice President, External Affairs provides high-level administrative support to the SVP, 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 assistant will be responsible for managing schedules, coordinating meetings, preparing reports and presentations, and assisting with day-to-day operations in the External Affairs division. Assist the External Affairs team with managing calendars, processing documents, managing travel, facilitate obtaining signatures on relevant documents, preparing project documents and reports, budget management, representing the SVP, External Affairs at meetings when needed, taking minutes at various groups/meetings, and other duties as requested. The assistant shall also support the SVP, External Affairs in collecting and preparing documents for Board Meetings, President’s Leadership Team meetings, Executive Leadership Team meetings, and legislative meetings. The assistant will work collaboratively with the Senior Executive Administrator to the President and the Executive Assistants for the Executive Vice President and Provost and the Senior Vice President and Chief Financial Officer.

This position is onsite at KCTCS System Office located in Versailles, KY, all positions are term-contract positions, with the expectancy of continuance based on performance.

Job Duties:

Project Support: Provide administrative support for ongoing projects and initiatives within the External Affairs Team, including coordination with Government Affairs, External Impact, Communications and Marketing, and Advancement. Assist with the preparation and research for reports, presentations, and other deliverables.

Project and Document Management: Assist in preparing, organizing, and filing various documents, including confidential reports, presentations, and other administrative materials. Coordinate timelines, deliverable, reporting calendars, and action items that require collaboration across External Affairs, colleges, system leadership, and external stakeholders.

Communication: Serve as the primary point of contact for internal and external communications, including drafting, editing, and proofreading correspondence on behalf of the SVP.

Relationship Management: Serve as a liaison between the SVP and the KCTCS President’s Office, as well as other System Office senior leads, College Chancellor’s offices, faculty, staff, students and external partners, fostering positive relationships across all levels.

Calendar Management: Efficiently manage calendars of the External Affairs Team, scheduling meetings appointments, and events, ensuring timely reminders and proper prioritization of tasks.

Meeting and Event Coordination: Organize meetings, conference, 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 travel arrangements, including flights, accommodations, itineraries, and travel reimbursements.

Budget Support: Help monitor and track office expenditures and assist in budget preparation and processing of invoices and reimbursements. Also review financial documents for accuracy and consistency

Confidentiality and Discretion: Handle sensitive information with discretion, ensuring confidentiality and professionalism at all times.

Minimum Qualifications:

Bachelor's Degree and four (4) years of relevant experience or equivalent.
 

Preferred Qualifications:

Bachelor's Degree and four (4) years of relevant experience or equivalent.

Additional Skills Requested:

Business Administration, Public Administration, Education Administration, Computer Information Technology.

May need to occasionally help set up for meetings which could include moving tables and chairs.

The SVP and the External Affairs team regularly interact with the KCTCS President’s Office, KCTCS System Office leaders, the 16 KCTCS College Chancellor’s Offices, the Board of Regents as well as various systemwide peer team and external agencies such as CPE, KDE, OCTE, legislators, and others. Maintaining strong relations, professional conduct, and open lines of communication is a must. Because of the various groups internally, various projects must be managed simultaneously, proper planning is essential and follow up and follow through is of high importance. The ability to act confidentially, ethically, and wisely is required.

Skills or abilities that are important for this job include: Strong written and verbal communication skills, office organization and relationship management skills; strong computer skills to include document preparation, spreadsheet and budget management, and database management. Strong proofreading and editing skills are a requirement. Ability to lead team/project meetings and direct work assignments to others when needed in the SVP’s absence and management of annual workflow required. 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.

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.