Executive Administrative Assistant to Director

Position Overview

The Kansas Geological Survey (KGS) is a research and service division of the University of Kansas, employing more than 180 scientific researchers, technical staff, and students across geology, geophysics, energy resources, hydrogeology, GIS, and public outreach. The KGS is led by a Director/State Geologist and four Associate Directors.

This position serves as the primary executive support partner to the Director and State Geologist. The ideal candidate is a highly proactive professional who anticipates the Director’s needs, independently manages logistics and communications, and ensures seamless execution of the Director’s priorities. The position requires sound judgment, discretion with sensitive matters, and the ability to manage complex logistics across internal and external stakeholders with polish and confidence.

• Proactive and forward-thinking — anticipates needs before they arise, surfaces issues and solutions without being asked, and stays one step ahead of the Director’s schedule and priorities.
• Logistics mastery — manages complex, multi-stakeholder events and travel flawlessly, with keen attention to detail and contingency awareness.
• Sound independent judgment — handles execution and routine decisions autonomously, while recognizing when to loop in the Director on judgment calls.
• Organizational agility — comfortable managing competing priorities across communications, scheduling, events, and administrative tasks simultaneously.
• Calm under pressure — maintains composure and reliability during high‑stakes periods such as in calls with senior university leadership and state officials, during advisory council meetings, and other major events.
• Professionalism and discretion — handles confidential personnel, political, and institutional matters with tact and integrity.
• Strong written communication — drafts and polishes correspondence, meeting materials, and reports that reflect executive‑level standards.

• 40% - Executive Support:
  • Serve as the primary administrative partner to the Director and State Geologist, and as a member of the Geological Survey Administrative team.
  • Proactively manage the Director’s calendar — anticipating scheduling conflicts, protecting time for strategic priorities, and preparing the Director for upcoming commitments.
  • Arrange domestic and international travel including itineraries, lodging, transportation, and conference logistics — with attention to contingencies and schedule efficiency.
  • Review and prepare correspondence, presentations, briefing documents, and reports on behalf of the Director.
  • Conduct background research and prepare summaries to support Director meetings and engagements.
  • Monitor incoming communications in the Director’s absence, determine appropriate responses or routing, and draft replies as needed.
  • When required, tend to time‑sensitive travel or logistics needs outside standard hours.
  • Support Director’s participation in national professional organizations including the Association of American State Geologists.
  • Support periodic administrative requests from members of the Leadership Team.
• 25% - Logistics Management & Event Planning:
  • Lead end‑to‑end planning and logistics for the two annual Geological Survey Advisory Council (GSAC) meetings, including venue, agenda, travel and lodging for members, meals, and reimbursements.
  • Record GSAC meeting notes and assist with maintaining year‑round member relationships.
  • Prepare appointment correspondence for Chancellor‑appointed positions.
  • Plan and manage KGS‑wide events including monthly all‑staff meetings, the holiday gathering and spring barbecue, retirement celebrations, and recognition events.
  • Coordinate logistics for visiting groups.
  • Manage job candidate visits by coordinating interview schedules, travel, meals, accommodations, reimbursements, and presentation arrangements.
• 20% - Stakeholder Relations & External Communications:
  • Serve as a representative of KGS Administration with legislators, legislative staff, federal and state agency heads, university officials, industry representatives, and the public.
  • Prioritize and manage requests for Director meetings and…