Executive Assistant to the President

Location: Frankfort, KY, with limited telecommuting
Working Conditions: Primary work occurs in an office environment, with occasional statewide or national travel. Travel may include visits to event locations, other state agencies, and colleges/universities. Some ad-hoc tasks may require availability outside of traditional working hours.
Retirement: TIAA

Overview

The Council on Postsecondary Education is leading transformation in our workforce, economy and quality of life by advancing progress in educational attainment across Kentucky. As the state’s higher education coordinating agency, we champion high-quality, accessible, and affordable postsecondary opportunities that prepare students for civic engagement and sustainable careers. That’s why we are undertaking the 60x30 goal, an ambitious effort to raise the percentage of working-age Kentuckians with a postsecondary degree or certificate to 60% by the year 2030. At CPE, we believe that higher education matters – for everyone.

Duties and Responsibilities

• Facilitate daily operations for the office of the president by providing overall administrative and logistical support to ensure smooth execution of duties.
  • Manage the president’s work calendar. Consistently monitor and adjust workload to maximize the impact of the president’s work while protecting a work-life balance.
  • Track the president’s daily activities and proactively intervene to ensure smooth and timely transitions between commitments.
  • Convene regular meetings with key agency staff to review the president’s schedule and activities to prioritize commitments.
• Coordinate all travel including scheduling, document tracking, encumbrances and approvals, expense reimbursements, lodging, travel and dining reservations.
  • Prepare materials and brief the president on any presentation or meeting while on the trip.
  • Provide recovery support when travel plans are interrupted, delayed or cancelled.
• Work with agency staff to identify resources and provide timely preparation for speeches, presentations, panels, video productions, interviews, and meetings.
• Prepare drafts of various documents and materials such as referrals and correspondence for president’s approval.
• Facilitate the timely approval and completion of agency contracts and invoices requiring the president’s authorization.
• Provide and facilitate executive technical support by managing subscriptions, accounts, and passwords.
• Provide meeting support (virtual and in person).
  • Virtual: Work with CPE technical support to identify platform, adjust equipment & settings, and ensure support is available to resolve issues during meetings or presentations.
  • Virtual: Serve as online host for meetings initiated by the office of the president.
  • In-person: Serve as in-person host for in-person meeting initiated by the office of the president. Reserve and prepare the space, secure catering, prepare the agenda and relevant documents, greet the guests, monitor progress, and return meeting space to the default condition.
  • Monitor discussions for verbal commitments and requests (presidential or agency) and document for follow-up.
• Provide direct travel support.
  • Create travel itineraries; drive the president during longer or logistically challenging in-state trips and multi-stop tours to provide support, ensure timeliness, and well as maximize the impact of “road time” for virtual meetings, phone calls and reading. Other staff may serve in this role (in part or in whole) to minimize staffing impacts.
• Assist with some administrative duties for other executive staff as needed.
• Other duties as assigned.

Qualifications

• Strong critical thinking skills and demonstrated capacity to routinely multi-task and prioritize.
• Proven experience in administrative, management support.
• Excellent oral and written communication.
• Ability to maintain confidentiality.
• Ability to foster a culture of strong communication and collaboration.

Application Process

Interested applicants should send a letter of application specifically addressing the responsibilities and qualifications of the position, a resume, and the names, titles, and contact information for at least three professional references to CPE.HR@ky.gov.