Administrative Assistant

OKLAHOMA STATE UNIVERSITY ALUMNI ASSOCIATION•Stillwater, OK

25d•Hybrid

About The Position

The OSU Alumni Association is seeking an Administrative Assistant who will provide administrative support to the Chief of Staff, the Assistant Vice President of Engagement and Executive Affairs, and the President. The Administrative Assistant will perform a variety of complex administrative duties and serve as the initial point of contact for the OSU Alumni Association. Key responsibilities include office operations and communications, event coordination, ticket processes, and organizational record management. The Administrative Assistant also plays a vital role in supporting the Board of Directors.

Requirements

Bachelor’s degree from an accredited college or university OR three (3) years of related work experience
Ability to perform effectively under pressure and make sound decisions
Demonstrates ability to work independently and collaboratively
Highly detail-oriented with a strong focus on accuracy
Self-motivated and task driven
Exceptional organizational and multitasking skills
Outstanding customer service skills in all interactions (in-person, phone, and email)
Excellent verbal and written communication skills
Trusted to handle confidential information with discretion

Nice To Haves

Experience with Ascend software or similar database systems

Responsibilities

Serve as the primary greeter for the Alumni Association
Answer switchboard calls, respond accordingly to emails/electronic communication, and assist guests upon entry into the office areas
Assist with the OSU Distinguished Alumni Awards, OSU Hall of Fame, and OSU Outstanding Young Alumni programs including Assisting with the nominations and selection process Coordinating all logistics with honorees Preparing invitation and announcement lists Managing event registrations and seating arrangements
Assist with the Capitol Cowboys program logistics including registration, meeting coordination, and legislative gift preparation
Support the purchasing, organization and distribution of athletic and event-related tickets
Oversee football suite and baseball corral operations, including pre-game stocking and post-game reorganization
Support Board of Directors and committee operations, including: Scheduling and coordinating committee meetings and logistics Collecting and preparing board materials Recording meeting minutes
Maintain the office supply inventory by checking stock to determine inventory level, anticipating needed supplies and placing supply orders as necessary
Distribute daily incoming and outgoing mail
Assist the President with reconciling and submitting expense reports
Support all Executive Team leadership as requested
Assist with special projects assigned by the Chief of Staff
Perform other duties as assigned