Executive Assistant Local University

About KPERS

The Kansas Public Employees Retirement System (KPERS), located in Topeka, is more than a pension system — we're a people-focused organization committed to supporting Kansas public employees throughout their careers and into retirement. We provide disability, death, and lifetime retirement benefits that protect those who dedicate their work to serving the public.

The Executive Secretary serves as a trusted administrative partner to the Executive Director, Executive Staff, and KPERS Board of Trustees. As an ambassador to the Executive Director's office, the Executive Secretary is often the first point of contact for board members, staff, legislators or other stakeholders, serving as the welcoming face and voice of the organization while representing the Executive Director with professionalism, discretion, and courtesy.

• Provide high‑level administrative support to the Executive Director and Executive Staff; answer and screen phone calls, manage appointments, process mail, notarize documents, and order office supplies.
• Coordinate shipping and mailing services through UPS, Fed Ex, and USPS.
• Prepare and organize Board of Trustee and Committee meeting materials, agendas, and documentation according to established deadlines; maintain board materials in Diligent.
• Attend board meetings, take minutes, and prepare draft minutes.
• Maintain official agency records, archives, and meeting documentation in both electronic and hard‑copy formats.
• Arrange travel accommodation for KPERS staff and Board of Trustees members, including flights, hotels, rental cars, and itineraries; process travel authorizations and expense documentation through SMART.
• Support daily office operations by coordinating maintenance requests, equipment service calls, and supply management; ensure administrative spaces and hospitality items are stocked.
• Coordinate FOIA and KORA requests, correspondence, invoicing, and document delivery; complete special assignments and projects that support agency operations.

• Five years of experience providing administrative support to management or senior leadership.
• Degree in business administration, public administration, or related field may substitute for three years of required experience.
• Ability to arrange and replenish hospitality supplies, meeting materials, and office supplies.
• Understanding of board and agency policies, state procurement and expense reimbursement procedures.
• Strong proofreading and document preparation skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams, SharePoint) and Adobe PDF.
• Proficiency in board management or document management systems.
• Commitment to excellent customer service.

All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability, or any other factor unrelated to the essential functions of the job.