Executive Assistant to the President

Oklahoma State University•Tulsa, OK

About The Position

The Executive Assistant provides administrative support to the President, including clerical, receptionist, scheduling, and purchasing activities. The role requires significant attention to detail, the ability to coordinate large-group meetings, and proficiency with various software packages. The individual must have excellent interpersonal and writing skills and be able to manage multiple tasks and requests while maintaining a positive customer-service approach in a fast-paced setting. Strong telephone skills and courteous follow-up on callers’ needs are also required. The position supports the President and Board of Trustees, manages the President’s calendar and appointment requests, and generates communications on the President’s behalf. It prepares correspondence, agendas, and meeting minutes for Trust/Medical Authority meetings and certain committee meetings. The Executive Assistant uses initiative and critical thinking to complete work efficiently, treats patients, physicians, visitors, and coworkers courteously, handles sensitive matters confidentially, and coordinates off-site meetings as required.

Requirements

Associate degree (required).
Current Oklahoma driver’s license.
3–5 years of experience.
Excellent interpersonal and writing skills.
Proficiency in various software packages.
Ability to coordinate large-group meetings.
Ability to handle multiple tasks and coordinate multiple requests in a fast-paced setting.
Attention to detail.
Good telephone skills and a courteous customer-service approach.

Nice To Haves

Bachelor’s degree (desirable).
Postgraduate degree (viewed favorably).

Responsibilities

Perform clerical, receptionist, scheduling, and purchasing activities for the President.
Provide clerical support to the President and the Board of Trustees.
Manage the President’s calendar, including appointment requests and coordination of schedules, invitees, and locations.
Generate communications on behalf of the President.
Prepare correspondence, agendas, and meeting minutes for Trust/Medical Authority meetings and certain committee meetings as required.
Use initiative and critical thinking to complete work efficiently and expediently.
Deal courteously and helpfully with patients, physicians, visitors, and coworkers.
Handle sensitive matters confidentially.
Coordinate off-site meetings as required.
Coordinate large-group meetings and respond courteously to callers, following up on their needs.