Executive Assistant

The Executive Assistant provides direct support to the Vice Provost for Finance (VP for Finance) serving the Lawrence and Edwards Campus and the Chief Strategy and Data Officer Vice Chancellor (CSDO). The Executive Assistant has oversight of calendar and scheduling for these key executives and assists some of their top-level direct reports with additional support needs. The Executive Assistant reports directly to the Executive Associate in the Provost Office, but provides direct support for the Vice Provost and the Vice Chancellor.

The Executive Assistant provides ongoing coordination of practices with other offices within the Executive Suite of Strong Hall, including the Chancellor's Office, Public Affairs, the Chief Financial Officer and General Counsel. The Executive Assistant serves the VP of Finance and the CSDO/VC as a liaison with executive staff serving other senior leaders on campus. The CSDO has university-wide responsibilities that will require exceptional communication and coordination with senior leaders on both the Lawrence and Edwards Campus as well as at the KU Medical Center. They will also be dealing with the public and are expected to be professional and respectful at all times.

This person demonstrates problem-solving abilities on a regular basis and uses high levels of discretion in many aspects of their position, including receiving guests to the Provost Office and in determining the priority of requests made to the executives they serve, including meeting requests, scheduling appointments and communications. This individual must maintain complete confidentiality at all times, and exercise discretion and judgment in all communications.

This individual also participates in maintenance of a small number of shared calendars and mailboxes.

This individual provides back up support for other staff members on the Provost Office team and works to build connection and community among those working within the Provost Office suite.

80% Administrative Support

• Provides administrative support for the Vice Provost (VP) for Finance, Chief Data Officer and Vice Chancellor or AIRE, Budget Director, and Director of Strategic Initiatives for Finance, including managing travel arrangements, calendars, special projects, and preparation for meetings.
• Delivers calendar support for VP for Finance and CDO and Vice Chancellor for AIRE, including scheduling and rescheduling of meetings and other activities.
• Serves as first point of contact for Vice Provost of Finance and the CDO / Vice Chancellor for AIRE by screening calls, letters and emails appropriately.
• Prepares and sends official correspondence for supported leaders.
• Provides support for committees and meetings, including search committees or task forces.
• Leads the scheduling, location setup, arrangement and adjustment of regular team meetings of the Vice Provost or Vice Chancellor. Oversees coordination of any catering needs for these meetings and events, except those led by the Provost Office Event Coordinator.
• Files notes and follow-up tasks resulting from leaders' activities.
• Completes and submits documentation for billing or reimbursements for Vice Provost or Vice Chancellor's expenses, such as travel, meeting incidentals and office supply orders, etc.

15% Team duties for the Provost's Office

• All administrative staff in the Provost's Office have assigned back-up roles for other administrative staff members who are absent or on vacation. This position backs up the staff members who support the Provost and coordinate office reception. Tasks may include scheduling and rescheduling of meetings and preparation of daily reference materials for senior leaders, answering phones and visitor hospitality and reception.
• In collaboration with and as a back up to the Administrative Associate Sr., manage scheduling in the Provost Conference Room as well as guest parking stalls and ability to troubleshoot conference room technology.
• Will work with other Provost Office staff members to ensure appropriate reception desk coverage during events and when taking time off.
• Various members of the office will need assistance at different points in the year. This position responds to calls for assistance from other members of the Administrative Team.
• Assists with office-wide projects and events.

5% Other Duties As Assigned

In addition to the online application, the following documents are required to be considered for this position:

• Cover letter describing how you meet the required and preferred qualifications.
• Resume/CV.
• List of three (3) professional references.

Only complete applications will be considered.

Review of applications will begin Thursday, May 22nd and continue until a qualified pool of applicants is identified.

Jill Hummels, jhummels@ku.edu, 785-864-6577

$58,000.00

Thursday May 22, 2025

Monday June 23, 2025