Executive Administrative Assistant to the Director

Job Description
The following outlines the primary areas of responsibility and approximate allocation of time:

• 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 Directors 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 Directors 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 Directors 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 Directors 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 Directors request.

Disclaimer
The University of Kansas prohibits discrimination on the basis of race color ethnicity religion sex national origin age ancestry disability status as a veteran sexual orientation marital status parental status gender identity gender expression and genetic information in the universitys programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for the Office of Civil Rights and Title IX Room 1082 Dole Human Development Center 1000 Sunnyside Avenue Lawrence KSTTY.

Work Schedule
100% full-time (open to part-time if requested)
Schedule will be set during business hours 8-5 M-F

Contact Information to Applicants
Annette DelaneyKGS HR

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 efficiencyin Microsoft Office Suite (Word Excel Outlook PowerPoint).

1. Bachelors 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.

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.

This position serves as the primary executive support partner to the Director and State Geologist. The ideal candidate is a highly proactive professional who anticipates the Directors needs independently manages logistics and communications and ensures seamless execution of the Directors priorities. The position requires sound judgment discretion with sensitive matters and the ability to manage complex logistics across internal and external stakeholders with polish and confidence.


Key Attributes for Success:
The successful candidate will demonstrate the following qualities that directly enable executive effectiveness:

• Proactive and forward-thinking anticipates needs before they arise surfaces issues and solutions without being asked and stays one step ahead of the Directors 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.

Additional Candidate Instruction
To be considered for this position upload the following information:

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

Incomplete applications will not be considered.
Application review begins Monday 6/29/2026 and will continue until a qualified pool of applicants is identified.