Executive Administrative Assistant to the Director

The Kansas Geological Survey (KGS) is a research and service division of the University of Kansas, employing more than 180 scientific researchers, technical staff, and students across geology, geophysics, energy resources, hydrogeology, GIS, and public outreach. The KGS is led by a Director/State Geologist and four Associate Directors.

• Proactive and forward-thinking - anticipates needs before they arise, surfaces issues and solutions without being asked, and stays one step ahead of the Director's schedule and priorities.
• Logistics mastery - manages complex, multi-stakeholder events and travel flawlessly, with keen attention to detail and contingency awareness.
• Sound independent judgment - handles execution and routine decisions autonomously, while recognizing when to loop in the Director on judgment calls.
• Organizational agility - comfortable managing competing priorities across communications, scheduling, events, and administrative tasks simultaneously.
• Calm under pressure - maintains composure and reliability during high-stakes periods such as in calls with senior university leadership and state officials, during advisory council meetings, and other major events.
• Professionalism and discretion - handles confidential personnel, political, and institutional matters with tact and integrity.
• Strong written communication - drafts and polishes correspondence, meeting materials, and reports that reflect executive-level standards.

• 40% - Executive Support:
  • Serve as the primary administrative partner to the Director and State Geologist, and as a member of the Geological Survey Administrative team.
  • Proactively manage the Director's calendar - anticipating scheduling conflicts, protecting time for strategic priorities, and preparing the Director for upcoming commitments.
  • Arrange domestic and international travel including itineraries, lodging, transportation, and conference logistics - with attention to contingencies and schedule efficiency.
  • Review and prepare correspondence, presentations, briefing documents, and reports on behalf of the Director.
  • Conduct background research and prepare summaries to support Director meetings and engagements.
  • Monitor incoming communications in the Director's absence, determine appropriate responses or routing, and draft replies as needed.
  • When required, tend to time-sensitive travel or logistics needs outside standard hours.
  • Support Director's participation in national professional organizations including the Association of American State Geologists.
  • Support periodic administrative requests from members of the Leadership Team.
• 25% - Logistics Management & Event Planning:
  • Lead end-to-end planning and logistics for the two annual Geological Survey Advisory Council (GSAC) meetings, including venue, agenda, travel and lodging for members, meals, and reimbursements.
  • Record GSAC meeting notes and assist with maintaining year-round member relationships.
  • Prepare appointment correspondence for Chancellor-appointed positions.
  • Plan and manage KGS-wide events including monthly all-staff meetings, the holiday gathering and spring barbecue, retirement celebrations, and recognition events.
  • Coordinate logistics for visiting groups.
  • Manage job candidate visits by coordinating interview schedules, travel, meals, accommodations, reimbursements, and presentation arrangements.
• 20% - Stakeholder Relations & External Communications:
  • Serve as a representative of KGS Administration with legislators, legislative staff, federal and state agency heads, university officials, industry representatives, and the public.
  • Prioritize and manage requests for Director meetings and information; exercise sound judgment about what requires escalation.
  • Assist the Director in preparing and reviewing materials for legislative testimony, interagency meetings, and stakeholder briefings.
  • Receive and redirect visitors and callers professionally, serving as a primary source of information about KGS operations.
  • Maintain confidentiality on sensitive personnel, political, and institutional matters.
  • Attend relevant meetings, workshops, and conferences to stay current on KGS research programs and organizational context.
• 10% - Internal Coordination & Administrative Operations:
  • Serve as liaison between the Director's office and KGS staff, facilitating scheduling, meetings, and administrative follow-through.
  • Maintain operation of administration equipment (copier, fax, shredder) and office supplies.
• 5% - Other Duties as Assigned:
  • Respond to immediate and emerging needs as they arise.
    Support special initiatives or projects at the Director's request.

1. High School diploma or GED equivalency and seven years of office experience.
2. Three or more years of administrative support experience at the executive or senior leadership level.
3. Demonstrated experience managing complex calendars and travel for a senior leader.
4. Proven ability to manage logistics for large, multi-stakeholder events or meetings as evidenced by application materials.
5. Experience working on time-sensitive projects with firm deadlines as evidenced by application material.
6. Excellent written communication skills, including drafting executive-level correspondence as evidenced by application materials.
7. Experience that required efficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

1. Bachelor's degree and seven years or more of progressive office or administrative experience.
2. Experience in an environment requiring handling of sensitive, confidential, or politically sensitive information.
3. Experience with University of Kansas and State of Kansas organizational structures and procedures.
4. Experience working with or supporting board-level advisory groups, legislative bodies, or government agencies.
5. Experience with research or scientific organizations.
6. Knowledge of Kansas geography as evidenced by application materials; geology coursework a plus.

• Cover letter indicating how you meet the required and preferred qualifications
• Full CV/resume
• Contact information for 3 references (email address and phone number)