Executive Secretary

The Kansas Public Employees Retirement System (KPERS), located in Topeka, is more than a pension system — we’re a people-focused organization committed to supporting Kansas public employees throughout their careers and into retirement. We provide disability, death, and lifetime retirement benefits that protect those who dedicate their work to serving the public. Why You'll Love Working Here Are you passionate about providing exceptional service to support executive leadership? Do you enjoy coordinating events and projects, and striving to create a welcoming and efficient workplace environment? The Executive Secretary serves as a trusted administrative partner to the Executive Director, Executive Staff, and KPERS Board of Trustees. This highly visible role is ideal for a positive, organized, and proactive professional who takes pride in delivering exceptional service and support. As an ambassador to the Executive Director’s office, the Executive Secretary is often the first point of contact for board members, staff, legislators or other stakeholders, serving as the welcoming face and voice of the organization while representing the Executive Director with professionalism, discretion, and courtesy. What You’ll Do Executive & Administrative Support Provide high-level administrative support to the Executive Director and Executive Staff. Professionally answer and screen phone calls, manage appointments, process mail, notarize documents, and order office supplies. Assist the Agency Procurement Officer with agency memberships, subscriptions, publications, and renewals. Coordinate shipping and mailing services through UPS, FedEx, and USPS. Board & Committee Support Prepare and organize Board of Trustee and Committee meeting materials, agendas, and documentation according to established deadlines. Manage and maintain board materials through Diligent (board management software), ensuring accurate organization and accessibility of both electronic and printed records. Coordinate meeting notices in compliance with the Kansas Open Meetings Act. Attend board meetings, provide meeting support, take minutes, and prepare draft minutes for the Executive Director. Maintain official agency records, archives, and meeting documentation in both electronic and hard-copy formats. Travel & Event Coordination Arrange travel accommodation for KPERS staff and Board of Trustees members, including flights, hotels, rental cars, and itineraries. Process travel authorizations and expense documentation through the SMART accounting system while ensuring compliance with agency and Department of Administration procedures. Coordinate meeting logistics and catering. Provide hospitality, room set-up, and event support for board meetings, trainings, and agency events, both onsite and offsite. Office & Facility Coordination Support daily office operations by coordinating maintenance requests, equipment service calls, and supply management. Maintain organization and appearance of administrative spaces, supply rooms, break areas, and executive meeting rooms. Ensure office supplies and hospitality items are consistently stocked and available. Records & Special Projects Support the agency’s Freedom of Information Act (FOIA) and Kansas Open Records Act (KORA) processes by coordinating requests, correspondence, invoicing, and document delivery with agency leadership and staff. Complete special assignments and projects that support agency operations and contribute to exceptional customer service. What We’re Looking For We are seeking a detail-oriented multitasker with outstanding communication skills, sound judgment, and the ability to manage competing priorities with professionalism and discretion. Qualifications and Requirements Five years of experience in providing administrative support work to management or senior leadership. Experience in a public service, legislative or board secretary environment preferred. A degree in business administration, public administration, or related field may be substituted for three years of the required experience. Additionally, candidates should have the following: Ability to prepare and set up meeting rooms for board meetings, executive meetings, and special events Ability to arrange, and replenish hospitality supplies, meeting materials, and office supplies Ability to understand board and agency policies. Ability to understand state procurement and expense reimbursement procedures. Strong organizational and time-management abilities High level of professionalism and confidentiality Strong proofreading and document preparation skills. Proficiency in Microsoft Office products, specifically Outlook, Word, Excel, Teams and SharePoint Proficiency using Adobe PDF Proficiency in board management or document management systems Ability to prioritize tasks and work independently Strong attention to detail and problem-solving skills Effective oral and written communication skills. Ability to maintain positive working relationships with a diverse group of people.Ability to work effectively within a team. Commitment to excellent customer service Why Join KPERS? At KPERS, you’ll join a professional and collaborative environment where your organizational skills, initiative, and dedication make a meaningful impact every day. We value professionalism, teamwork, and service excellence while supporting employees in a dynamic and rewarding workplace. If those are qualities you value, we invite you to apply and become an important part of the KPERS team. Equal Employment Opportunity The State of Kansas is an Equal Opportunity Employer. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job. How to Claim Disability Hiring Preference Applicants that have physical, cognitive and/or mental disabilities may claim an employment preference when applying for positions. If they are qualified to meet the performance standards of the position, with or without a reasonable accommodation, they will receive an interview for the position. The preference does not guarantee an applicant the job, as positions are filled with the best qualified candidate as determined by the hiring manager. To receive Disability Preference – applicants must apply for this job through the State of Kansas Careers Center at View all jobs, then filter by our name – Ks Public Employees Retirement System. Learn more about claiming Disability Hiring Preference on the Kansas Department of Administration website. How to Claim Veterans Preference Former military personnel or their spouse that have been verified as a 'veteran'; under K.S.A. 73-201 will receive an interview if they meet the minimum competency factors of the position. The veterans' preference laws do not guarantee the veteran a job. Positions are filled with the best qualified candidate as determine by the hiring manager. To receive Veterans Preference – applicants must apply for this job through the State of Kansas Careers Center at View all jobs, then filter by our name – Ks Public Employees Retirement System. Learn more about claiming Veteran’s Preference Learn on the Kansas Department of Administration website.