Executive Assistant to RUSO Board of Regents and Administrative Office

East Central University•Oklahoma City, OK

11d•Onsite

About The Position

The Executive Assistant performs duties requiring the ability to exercise independent judgment, ability to set priorities, meet deadlines and apply agency policies and regulations for the RUSO Board Administrative Office. The Executive Assistant serves as assistant to the Executive Director, with specific responsibilities including compiling information for agendas, assisting with Board and committee meetings, composing and distributing minutes, advising and training university staff on agenda preparation, coordinating workflow and special projects, maintaining various handbooks, assisting with presidential searches, creating and processing various documents, and maintaining office and university files. The role also involves assisting the Executive Director and General Counsel with responses to information requests, including open records requests, and performing other requested duties. This role is ideal for a highly organized, detail-oriented professional who is proactive, dependable and comfortable managing daily administrative functions in a collaborative environment. Join a mission-driven organization supporting higher education across Oklahoma.

Requirements

Proficiency in Adobe Acrobat Pro and MS365 Suite
Proficiency in using Survey Monkey
Proficiency in Zoom and basic web maintenance in Wix
Excellent file management and organizational skills
Speak and write in English, and communicate effectively on the telephone and in person
Have and maintain a congenial attitude as well as have an awareness of operating within a public and political environment.
Any combination of education, training, and/or experience which demonstrates ability to perform the duties described including extensive satisfactory experience at the executive secretarial level, preferably in a higher education environment.

Nice To Haves

Experience in bookkeeping
Experience in public procurement/reimbursement processes
Experience in community engagement
Experience in website management
Administrative support work within a higher education environment

Responsibilities

Compiles information for the agendas for regular and special Board and committee meetings for review by Executive Director.
Ensures timely statutory posting and distribution of agendas to Regents, Presidents, media, Secretary of State and the public.
Assists with Board meetings and committee meetings.
Composes minutes of regular and special Board and committee meetings for review by the Executive Director.
Distributes Board minutes as required.
Prepares and secures committee and executive session minutes.
Advises and trains university staff regarding RUSO operations and procedures for agenda preparation.
Works proactively to coordinate work flow and special projects, as assigned, and keeps projects on schedule.
Maintains the Board’s Policy Manual, Regents’ Handbook and Employee Handbook to assure consistent performance of routines.
Responsible for distributing all updates to these handbooks to the Regents, Presidents, and appropriate university personnel.
Assists Executive Director with presidential searches in processing applicant records, materials and correspondence.
Compiles information as directed by the Executive Director for use in the interview process.
Assists Executive Director as requested for the interview process and compiles presidential search data for a permanent record.
Creates and processes letters, memoranda, messages, reports, emails and other materials.
Maintains office and university files pertaining to the universities and assist the Executive Director and General Counsel with responses to requests for information, including but not limited to open records requests as required by law.
Performs any and all other duties and responsibilities requested by the Executive Director, including but not limited to additional office management/administrative functions.