Senior Executive Assistant to the Chancellor, UMKC, 34704

$60,000 - $80,000/Yr

University of Missouri - Kansas City, MO

Full-time - Mid Level

Kansas City, MO

Educational Services

About the position

The Senior Executive Assistant to the Chancellor at the University of Missouri - Kansas City (UMKC) plays a pivotal role in providing executive, administrative, and analytical support to the Chancellor and his leadership team. This position is directly accountable to the Chief of Staff and involves a wide range of responsibilities that are crucial for the smooth operation of the Chancellor's office. The Senior Executive Assistant will manage special projects, handle administrative tasks, and oversee academic correspondence, all while maintaining the Chancellor's calendar and addressing day-to-day operational challenges. This role requires a high degree of confidentiality and the ability to work independently while liaising with senior management across the campus and external stakeholders. In this capacity, the Senior Executive Assistant will exercise independent judgment to perform special assignments and provide comprehensive administrative support on various campus-wide issues, projects, and programs. The role involves compiling data, conducting research, and preparing reports as needed. A significant part of the job includes coordinating complex schedules and managing the Chancellor's time effectively. The assistant will work closely with the Chief of Staff to plan, oversee, and prioritize appointments, ensuring that the Chancellor's calendar is organized to accommodate various meetings, speaking engagements, and events. The position also entails defining problems, conducting necessary research, formulating solutions, and making recommendations. The Senior Executive Assistant will prepare daily folders for the leadership team, including detailed briefing materials for meetings, and will support university-level committees by preparing materials, scheduling meetings, and taking notes. Additionally, the assistant will manage incoming correspondence, direct workflow, and respond to inquiries, ensuring that all communications are handled with discretion and professionalism. Overall, this role is integral to the Chancellor's office, requiring exceptional organizational skills, the ability to multitask, and a commitment to fostering a diverse and inclusive work environment. The Senior Executive Assistant will also provide guidance to other executive assistants across campus, ensuring effective communication and streamlined processes.

Responsibilities

• Exercise independent judgment to perform special assignments.
• Provide administrative support on a variety of campus-wide or school issues, projects, and programs.
• Compile data, solicit and research information from various sources, and prepare reports as requested.
• Coordinate complex schedules and manage the Chancellor's time.
• Work with the Chief of Staff to plan, oversee, facilitate, prioritize, and schedule appointments for the Chancellor's calendar.
• Independently determine the importance of requested meetings and coordinate the calendar to accommodate the Chancellor's needs.
• Define problems, conduct research, formulate solutions, and make recommendations.
• Complete daily folders for the leadership team, including detailed briefing materials prior to meetings.
• Exercise initiative to identify, collect, and analyze information to prepare the Chancellor for meetings and events.
• Provide staff support for university-level committees and other processes/projects.
• Support committees/task forces by developing agendas, taking meeting notes, and preparing presentations.
• Develop responses for signature and independently respond to requests and inquiries as appropriate.
• Evaluate incoming materials and communications, using discretion to determine the need for the Chancellor's review.
• Review all incoming correspondence to the Chancellor's office and direct workflow accordingly.
• Manage pending projects and working files to ensure goals and deadlines are met.
• Provide guidance and advice to other executive assistants around campus.
• Arrange travel and logistics for the Chancellor.
• Serve as liaison between the Chancellor and his direct reports.
• Greet and receive the Chancellor's phone calls and guests.

Requirements

• A Bachelor's degree or an equivalent combination of education and experience.
• At least 4 years of experience in a relevant field.
• Exceptional public administration, government relations, management, and organizational skills.
• Excellent communication and interpersonal skills for effectively dealing with a broad range of individuals.
• Demonstrated ability and comfort with multitasking.
• Strong analytical and problem-solving skills.
• Ability to work with confidential materials and information.
• Demonstrated ability to produce excellent work under short timelines.

Nice-to-haves

• Previous experience providing administrative support in an executive-level office.
• Experience for an elected official or in a professional higher education office.
• Outstanding record of dependability and communication skills.
• Advanced skills in Microsoft Excel, Word, PowerPoint, and Outlook.

Benefits

• Comprehensive medical, dental, and vision plans.
• Retirement plans.
• Paid time off including short- and long-term disability.
• Paid parental leave and caregiver leave.
• Educational fee discounts for all four UM System campuses.