Hybrid Executive Administrative Assistant: Office of the President at Kentucky State University

TITLE: Executive Administrative Assistant

DEPARTMENT: Office of the President

REPORTS TO: University President

CLASSIFICATION: Staff-12 months

EFFECTIVE DATE: TBD

STANDARD WORK HOURS: 37.5 hours per week

EMPLOYMENT STATUS: Full-Time 

EMPLOYMENT CLASSIFICATION: Exempt

LOCATION: 100% In-person: Frankfort, KY

JOB SUMMARY: 

Reporting directly to the University President, the Executive Administrative Assistant is responsible for providing high-level administrative and operational support to the President’s Office. This role serves as the primary liaison between the President and internal/external stakeholders and ensures the smooth and efficient functioning of the office. Responsibilities include managing communications, scheduling and calendar coordination, handling confidential information, preparing reports and briefings, and supporting the President’s leadership and strategic initiatives.

The position requires a high degree of professionalism, discretion, and independent judgment. The Executive Administrative Assistant represents the Office of the President in interactions with faculty, staff, students, trustees, and external partners.

ESSENTIAL JOB FUNCTIONS:

• Manages the President’s schedule, including planning and coordinating meetings, events, and travel arrangements.
• Acts as the primary point of contact for the Office of the President, handling communications and inquiries from internal and external stakeholders.
• Prepares correspondence, reports, presentations, and meeting materials with a high degree of accuracy and professionalism.
• Coordinates and facilitates high-level meetings, campus events, and official functions hosted by the President’s Office.
• Maintains official files, records, and documentation in compliance with institutional policies.
• Handles sensitive and confidential information with discretion and integrity.
• Supports communication and coordination between the President and university departments, the Board of Regents, government agencies, and community partners.
• Provides assistance in planning and monitoring budgets and expenditures for the President’s Office.
• Tracks action items and follow-up assignments to ensure completion of strategic initiatives.
• May supervise student employees or other administrative support staff assigned to the office.
• Performs other related duties as assigned to support the mission and goals of the University and the Office of the President.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: 

• Exceptional verbal and written communication skills.
• Strong organizational and time management abilities.
• Ability to maintain professionalism and confidentiality in a high-profile office.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
• Excellent interpersonal skills and the ability to interact effectively with a wide range of stakeholders.
• Strong attention to detail and accuracy in preparing documents and managing schedules.
• Ability to manage multiple tasks and deadlines with minimal supervision.
• Problem-solving and critical thinking skills.
• Ability to compose, edit, and format correspondence and reports.
• Knowledge of office management principles and administrative procedures

SUPERVISORY RESPONSIBILITY:

OTHER DUTIES:

QUALIFICATIONS: 

• Education: Bachelor’s degree from an accredited institution or equivalent combination of education and experience.
• Experience: Minimum of five (5) years of experience in executive-level administrative support, preferably in higher education or a public sector environment.

PREFERRED QUALIFICATIONS:

• Experience supporting a university president, CEO, or senior executive.
• Advanced writing and editing skills.
• Experience coordinating events and managing special projects. 

Licensing and Certifications: NA   

WORKING CONDITIONS:

• Work is primarily performed in a standard office environment.
• Occasional extended hours may be required to support special events or executive travel.
• Minimal physical effort; may involve walking across campus or light lifting of office materials.
• Must be able to manage time effectively in a fast-paced, high-stakes environment.

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa

Internal candidates are encouraged to apply.

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.