Executive Assistant for the Vice President of Enrollment Management

University of Oklahoma•Norman, OK

8d•Hybrid

About The Position

As a vital member of Enrollment Management, this role provides professional administrative assistance to the Vice President of Enrollment Management and performs office management duties essential to the Division of Enrollment Management’s day-to-day operation. The duties of this employee are integral in our continued efforts to provide student-centered enrollment support throughout all stages of a student’s educational journey. We need someone who exhibits: Integrity: Accountability for doing the right thing by exercising good judgment and honesty. Ability to create a safe environment for students, families, and team members. Must possess a high level of emotional intelligence and self-awareness. Transparency and thoughtfulness in communication. Care: Prioritization of creating the best experience possible for each person we encounter and at every step of the student experience. Providing service to others by being friendly, welcoming, and approachable. Commitment to collaboration and to being a team player with a positive attitude. Intentionality: Strong work ethic and contribution to the excellence of the Division of Enrollment Management, and OU; self-motivation. Consistency in meeting deadlines and responding in a timely manner. Innovation: Possession of a natural curiosity to learn and a continual pursuit of personal and professional growth in the field of college enrollment management. A focus on innovation, displaying an understanding of positive change and possessing a strong analytic ability. Efficiency by researching best practices, making creativity a priority.

Requirements

Bachelor's degree
Proficient in Microsoft Office
Ability to handle confidential and sensitive information with professionalism and discretion
Highly organized and able to handle multiple projects and deadlines
Able to communicate well and build rapport quickly with students, faculty and staff
Ability to work independently with minimal supervision and collaboratively in a fast-paced environment
Able to work well with interdepartmental teams and initiatives
Attention to detail, critical composition and proofreading skills
Excellent written and verbal communication skills with strong composition and proofreading skills
Valid Driver’s License
Must be able to engage in repetitive motions and communicate effectively.
May be required to bend, lift, stoop, and carry.

Responsibilities

Provide professional administrative assistance to the Vice President of Enrollment Management.
Manage the Vice President’s calendar, appointments, and scheduling priorities.
Ensure Vice President action items are tracked and completed; help prioritize projects and strategic plan deliverables.
Prepare travel arrangements and process related expenses.
Organize meetings and events: schedule, prepare materials, send reminders, and coordinate logistics.
Provide meeting support, including agenda preparation, note taking, and follow‑up tasks for division and department meetings.
Assist with Enrollment Management leadership meetings and trainings.
Contribute to the management of the Jones Family Welcome Center digital displays, technology systems, and hospitality zones that require constant operational readiness for meetings, trainings and events; serves as liaison to OUIT
Oversee record management, including maintaining confidential files, speeches, and talking points for the Vice President.
In coordination with the Vice President, create presentations using PowerPoint or Canva.
Read, research, and route correspondence; draft, edit, and prepare documents and communications on the Vice President’s behalf.
Collect and analyze information to brief the Vice President ahead of high‑impact meetings and decisions.
Coordinate outreach from the Vice President to prospective students and high‑achieving staff.
Serve as a liaison to internal and external stakeholders; respond to inquiries from the Provost’s and President’s offices and other campus partners.
Act as an information funnel, filter, and facilitator to ensure the right information reaches the right people at the right time.
Provide analysis, recommendations, and options to support leadership decision‑making.
Serve as a thought partner and strategic advisor to the Vice President on organizational priorities and staff engagement.
Assist with HR tasks and budget tracking.
Utilize Slate, Banner, Concur, PowerPoint, and Canva; maintain proficiency across relevant systems and tools.
Monitor and provide insights on staff culture to help foster a positive environment aligned with Enrollment Management values.
Assist with staff recognition initiatives and personalize new employee onboarding experiences.
Schedule and organize training appointments; assist in the management of the overall onboarding experience for new Enrollment Management personnel.
May also run errands, provide transportation, and coordinate with vendors, clients, or service providers
Provide hospitality and wayfinding for campus events, tour guests, and other visitors to the department/office.