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

Job Summary

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

Job Duties:

Calendar Management I Meeting and Event Coordination: 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.

Project Support: 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.

Budget & Travel Assistance: 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.

Document & Platform Management: 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.

Communication & Relationship Management: 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 KCTCS.

Perform other duties as assigned

Minimum Qualifications:

Bachelor's Degree and four (4) years of relevant experience or equivalent. 

Preferred Qualifications:

Bachelor's Degree and four (4) 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. Ability to lead team/project meetings and direct work assignments to others when needed in the VP of Academics & Student Service’s absence. 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.

As the VP of Academics and Student Services reports directly to the Executive Vice President & Provost and regularly interacts with the KCTCS President’s Office, KCTCS Cabinet/Executive Team, and other system office leaders, the 16 KCTCS College President’s Offices, as well as various systemwide peer teams and external agencies such as CPE, KDE, OCTE, legislators and others, maintaining strong relationships, professional conduct, and open lines of communication is a must. Because of the various internal groups that define the VP of Academics and Student Services’ scope of work, various projects must be managed simultaneously. Proper planning is essential, anticipation of needs is critical, and follow up and follow through is of high importance.

Employee Rights - Employee Polygraph Protection Act

Equal Opportunity Employer - The Kentucky Community and Technical College System is an equal educational and employment opportunity institution.