Executive Administrative Assistant AS8050

Oklahoma State University•Stillwater, OK

15d•$20 - $26•Onsite

About The Position

The Executive Administrative Assistant provides comprehensive administrative and operational support to the Vice President and the Division of Enrollment Management. This position serves as a key point of contact for internal and external stakeholders, manages executive scheduling and communications, coordinates travel and meetings, oversees office operations and inventory, and supports human resources, payroll, budget, and purchasing functions. The role requires exceptional organizational skills, attention to detail, discretion in handling confidential information, and a commitment to outstanding customer service. The Executive Administrative Assistant works collaboratively across campus to support strategic initiatives, resolve administrative issues, and ensure the efficient operation of the Division of Enrollment Management. Additionally, this position provides cross-functional support for administrative functions across the division as needed, ensuring continuity of operations and support during staff absences, peak periods, and special projects.

Requirements

High School/GED (degree must be conferred on or before agreed upon start date)
Five years of related professional work experience, including customer service and/or administrative duties. Post-secondary education may substitute for years of required experience.
Completion of the Procurement Professional Certification within two years of hire.
Exceptional organizational, communication, and administrative skills.
Ability to manage multiple priorities in a fast-paced environment.
Strong proficiency in Microsoft Office Suite, Google Workspace, calendar management, and virtual collaboration tools.
Strong knowledge of executive support practices, office administration, business communication, confidentiality standards, organization policies and customer service.
Ability to exercise sound judgment, maintain discretion, and build effective relationships with internal and external stakeholders.
Demonstrate exceptional organizational and time-management skills with attention to detail and accuracy.
Ability to build rapport and communicate with various constituents, such as members of OSU staff, faculty, students, families, donors, vendors, and campus partners.
Strong professional etiquette and strong written and verbal communication skills.
Demonstrate outstanding customer service skills for internal and external stakeholders.
Strong project management and multi-tasking capabilities as well as document management.
Demonstrate solution-focused decision-making skills.
Self-motivated and capable of working independently as well as collaborating with individuals.
Must maintain strict confidentiality and discretion.
Strong proficiencies in calendar and travel management, business correspondence and reports.
Demonstrate strong proficiencies with administrative technology platforms such as but not limited to: Microsoft Office Suite, Google Workspace, and virtual meeting platforms.
Strong knowledge of policies, procedures and practices.

Nice To Haves

Bachelor's degree
Five years of related professional work experience, including customer service and/or administrative duties.
Experience coordinating complex schedules, preparing professional communications and presentations, organizing meetings and events, and/or managing confidential information, preparing reports and presentations and interacting with various stakeholders.
Advanced proficiency with Microsoft Office Suite, Google Workspace and virtual platforms.
Strong knowledge of OSU policies and procedures.
Experience with SLATE (OSU’s prospective and current student client management database).
Advanced experience with OSU processes such as Self Service, Banner, PageUp, OK Corral, and Procurement.

Responsibilities

Provides comprehensive administrative and operational support to the Vice President and the Division of Enrollment Management.
Serves as a key point of contact for internal and external stakeholders.
Manages executive scheduling and communications.
Coordinates travel and meetings.
Oversees office operations and inventory.
Supports human resources, payroll, budget, and purchasing functions.
Works collaboratively across campus to support strategic initiatives.
Resolves administrative issues.
Ensures the efficient operation of the Division of Enrollment Management.
Provides cross-functional support for administrative functions across the division as needed.
Ensures continuity of operations and support during staff absences, peak periods, and special projects.