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Executive Administrative Assistant to the Director
Posted 5 days ago
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 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.
- Respond to immediate and emerging needs as they arise.