Title: Executive Assistant II
Salary Range: $48,168.00
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: Administrative Services / Business Services
Total Rewards
KCTCS System Office offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity including:
Job Summary
The Executive Assistant II to the Senior Vice President and Chief Financial Officer provides high-level administrative support to the Senior Vice President/Chief Financial Officer, 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 Executive Assistant II will be responsible for managing schedules, coordinating meetings, preparing reports and presentations, and assisting with day-to-day operations within the Senior Vice President/Chief Financial Officer's office. Assist the Senior Vice President/Chief Financial Officer with the management of calendar, respond to emails, process documents, manage travel, facilitate obtaining signatures on relevant documents, prepare project documents and reports, budget management, prepare documents and presentations for all meetings as requested. represent the Senior Vice President /Chief Financial Officer at meetings when needed, take minutes of various groups/meetings, and other duties as requested.
The Executive Assistant II shall also support the Senior Vice President, External Affairs in collecting and preparing documents for Board Meetings, President's Leadership Team meetings and Legislative Meetings and work collaboratively with the Senior Executive Administrator to the President and the Executive Assistant II to the Executive Vice President/Provost, providing backfill for those positions in times of their absence from the office.
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.
Job Duties:
Project Support: Provide administrative support for ongoing projects and initiatives within the Senior Vice President /Chief Financial Officer's office, including coordination with Administrative Services, Technology Solutions and the Fire Commission. Assist with the preparation and research for reports, presentations, and other deliverables.
Document Management: Assist in preparing, organizing, and filing various documents, including confidential reports, presentations, and other administrative materials.
Communication: Serve as the primary point of contact for internal and external communications, including drafting, editing, and proofreading correspondence on behalf of the Senior Vice President /Chief Financial Officer.
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.
Relationship Management: Serve as a liaison between the Senior Vice President /Chief Financial Officer and the KCTCS President's Office, as well as other System Office senior leaders, College President's Offices, faculty, staff, students, and external partners, fostering positive relationships across all levels.
Calendar Management: Efficiently manage the Senior Vice President /Chief Financial Officer's calendar, scheduling meetings, appointments, and events, ensuring timely reminders and proper prioritization of tasks.
Meeting and Event Coordination: 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.
Travel Arrangements: Coordinate domestic and international travel arrangements, including flights, accommodations, itineraries, and travel reimbursements.
Confidentiality & Discretion: Handle sensitive information with discretion, ensuring confidentiality and professionalism at all times.
Minimum Qualifications:
Associate's Degree in Business Administration, Accounting, Computer Information Technology, Education Administration and four (4) years of relevant experience or equivalent.
Preferred Qualifications:
Bachelor's Degree in Business Administration, Accounting, Computer Information Technology, Education Administration and six (6) years of relevant experience or equivalent.
Additional Skills Requested:
Strong written and verbal communication skills, office organization and relationship management skills; strong computer skills to include document preparation, spreadsheets and budget management, and database management.
Fluency in financial reporting expected, and ability to assist in translating financial information into presentations is a requirement. Ability to lead team/project meetings and direct work assignments to others when needed in the Senior Vice President /Chief Financial Officer'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.
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KCTCS is an equal opportunity employer and educational institution.
KCTCS does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs or activities.
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