Executive Assistant to VP of Academic & Student Success; Executive Assistant

Title: Executive Assistant to VP of Academic & Student Success (Executive Assistant I)

Salary Range: $41,880 (Min)- $52,356 (Mid) - (Salary is to commensurate with education/experience and internal equity)

Contract Term Length: 12 Months

Standard

Hours:

37.5

Work Location: Hybrid

FLSA Status: Non-Exempt

College: KCTCS System Office

Campus

Location:

KCTCS System Office

Department: SO/Provost

KCTCS System Office offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity, including:

• Exceptional health care, vision, and dental coverage for you and your family
• Tuition reimbursement/waiver for you, your spouse, and dependents
• 403(b) retirement plan: a 5% employee contribution receives a 10% employer match
• Vacation/Sick Time
• Work-Life Balance
• 9.5 Paid Holidays
• 2 Weeks Institutional Closing Pay (Last 2 weeks of December) for qualifying positions
• Employee Assistance Program

The Executive Administrative Assistant to the Vice President of Academics and Student Services provides high-level administrative support to the VP, 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 within the VP's office.

Assist the VP with the management of calendar, take minutes of various groups/meetings, respond to emails, process documents, manage travel, facilitate obtaining signatures on relevant documents, prepare project documents and reports, budget management, and other duties as requested. The assistant also supports/assists the other units within the division. 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

• Efficiently manage the VP's calendar, scheduling meetings, appointments, and events, ensuring timely reminders and proper prioritization of tasks.
• 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.

• Provide administrative support for ongoing projects and initiatives of the VP and within the Academics and Student Services unit.
• Assist with the preparation and research for reports, presentations, and other deliverables.
• Support KCTCS Senate with procedures, logistics, and minutes pertaining to Faculty Senate Council and Faculty Elections.

• Help monitor and track office expenditures and assist in budget preparation and processing of invoices and reimbursements.
• Orders departmental supplies, completes electronic business forms and reconciles procurement card statements.
• Coordinate domestic and international travel arrangements, including flights, accommodations, itineraries, and travel reimbursements.

• Prepare, organize, and maintain confidential reports, presentations, and other administrative materials in various formats.
• Manage electronic platforms and repositories that store and share documents for various internal groups (e.g. Teams, SharePoint).
• Oversee access permissions, version control, and collaborative workflows to ensure secure, efficient, and professional information sharing while maintaining confidentiality standards.

• Serve as the primary point of contact for internal and external communications, including drafting, editing, and proofreading correspondence on behalf of the VP.
• Serve as a liaison between the VP and the KCTCS President's Office, KCTCS Cabinet/Executive Team and other System Office senior leaders, College President's Offices, faculty, staff, students, and external partners, fostering positive relationships across all levels.
• Work collaboratively with the Executive Administrative Assistants of the President's Office and the Executive Vice President and Provost as well as other senior administrative assistants at…