Administrative Assistant 4

The Ohio State University

22h•Onsite

About The Position

The Ohio State Wexner Medical Center Facilities Operations and Development (FOD) Department supports a 24-hour, 7-day-a-week operation. This position provides direct executive support to the FOD senior director, directors, and managers. It manages complex calendars, schedules meetings, coordinates travel, and arranges leadership coverage at meetings when needed. The role prepares and distributes presentations, meeting agendas and minutes, correspondence, and other executive-ready materials. It attends meetings with the senior director, captures notes and decisions, and turns meeting content into clear action plans. The position maintains strict confidentiality and sound judgment when handling sensitive information and inquiries from customers, administrators, and staff. It processes purchase and travel requests and reimbursements, tracks expenditures against budget allocations, edits timekeeping, and coordinates recognition activities and gifts. The position supervises other administrative support staff and/or students to help ensure accurate, consistent, and efficient operations. It provides direction, coaching, workload coordination, and performance support, and professionally addresses difficult or sensitive conversations. It supports executive and board governance activities, including advance planning and preparation for recurring leadership and WELD Board meetings. It also assists other FOD Operations areas as required and performs other related duties as assigned. The position primarily works first shift at the Ackerman Road Complex, but shift, hours, days, and/or location may occasionally change as operations dictate. It is designated as an essential position under the Disaster Preparedness and University State of Emergency Policy 6.17. Successful completion of a background check is required.

Requirements

High school diploma.
Four years of relevant experience.
Proficiency with Microsoft 365 programs such as Word, Excel, Visio, and PowerPoint, including demonstrated ability to develop polished presentations from outlines or bullet points.
Excellent verbal and written communication skills with sensitivity to customer relations.
Demonstrated discretion and ability to maintain confidentiality.
Proficiency in researching, analyzing, interpreting, and synthesizing information.
Demonstrated proficiency in managing multiple priorities, coordinating complex calendars and travel, preparing meeting documentation, and building relationships.
Demonstrated ability to communicate professionally and navigate difficult or sensitive conversations.
Successful completion of a background check.

Nice To Haves

Six to eight years of administrative, executive support, or operational experience.
Excellent organizational skills.
Ability to work independently, anticipate needs, and manage multiple priorities.
Experience supporting senior leaders, executive meetings, or board governance.
Proficiency with Workday and UKG Timekeeping.
Experience preparing staffing and talent acquisition reports.
Ability to handle sensitive inquiries from customers and administrators.
Supervision experience.
Knowledge of university policies, rules, and regulations.

Responsibilities

Provide direct executive support to FOD senior directors, directors, and managers.
Manage complex calendars, schedule meetings, coordinate travel, and arrange leadership coverage at meetings when needed.
Prepare and distribute presentations, meeting agendas and minutes, correspondence, and other executive-ready materials.
Attend meetings with the senior director, capture notes and decisions, and convert meeting content into clear action plans.
Maintain confidentiality and use sound judgment when handling sensitive information and inquiries.
Process purchase and travel requests and reimbursements, track expenditures against budget allocations, and edit timekeeping.
Coordinate recognition activities and gifts.
Supervise administrative support staff and/or students, providing direction, coaching, workload coordination, and performance support.
Address difficult or sensitive conversations professionally.
Support executive and board governance activities, including advance planning and preparation for recurring leadership and WELD Board meetings.
Assist other FOD Operations areas when required and perform other related duties as assigned.