Executive Assistant - The University of Oklahoma Medical Center

Ou Health - Oklahoma City, OK

Full-time - Entry Level

Oklahoma City, OK

About the position

The Executive Assistant at The University of Oklahoma Medical Center plays a crucial role in providing administrative support to C-Suite executives. This position involves a variety of tasks that require a high level of discretion and confidentiality, as the assistant will handle sensitive information and materials. The Executive Assistant is responsible for managing the executive's calendar, which includes scheduling meetings, coordinating events, and making travel arrangements. This role also requires the preparation of complex reports and presentations, as well as responding to inquiries from third parties. The assistant will be expected to maintain a professional demeanor while interacting with guests and executives at all levels, ensuring that all communications are handled in a timely and professional manner. In addition to managing the appointment schedule, the Executive Assistant will be tasked with preparing documents and outgoing communications, processing expense reports, and tracking information. The role demands strong organizational skills and the ability to manage multiple projects simultaneously. The assistant will also be responsible for taking minutes during meetings, preparing analyses of information using Excel, and assisting with payroll processing and other clerical functions as needed. Overall, this position is integral to the smooth operation of the executive office and requires a proactive approach to problem-solving and communication.

Responsibilities

• Timely maintains appointment schedule by planning and scheduling meetings and conference calls, anticipating the needs of the executive(s), and prioritizing appointments/meetings according to the topic and executive availability.
• Handles sensitive/confidential information requiring high level of discretion and confidentiality.
• Welcomes guests by greeting them, answering, and/or directing inquiries.
• Prepares documents and outgoing communications as necessary.
• Completes, reviews, and processes expense reports, invoices, etc.
• Books travel arrangements, both domestic and international travel.
• Creates professional PowerPoint presentations and presentation materials from conceptual ideas.
• Manages assigned projects to timely completion and prepares progress reports, as required.
• Takes accurate minutes at assigned meetings, as requested.
• Performs administrative duties as required, such as memo preparation, scheduling, answering phone calls, etc.
• Reviews, distributes, and responds to correspondence.
• Prepares analyses of information or data using Excel.
• Performs a variety of other administrative tasks including reporting and tracking information.
• Interacts with executives at all levels, as needed, in a timely and professional manner.
• Understands when to escalate issues and barriers to ability to complete work assignments.
• Maintains established departmental policies, procedures, and objectives including regulatory records for license, reports, and notifications as necessary.
• Coordinates ordering and distribution of supplies and handles problems concerning material received.
• Assists with payroll processing and other clerical functions when needed.

Requirements

• Five or more years of technical or clerical experience supporting C-Suite executives required.
• High school diploma or GED preferred.
• Mastery skills in MS Office Suite, especially MS Outlook, MS PowerPoint, MS Excel.
• Extensive experience preparing presentations utilizing MS PowerPoint.
• Extensive experience planning and managing executive meetings and events.
• Strong detail orientation skills.
• Highly organized with the ability to manage multiple projects simultaneously.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to interact well with employees, clients, and patients.
• Ability to maintain confidentiality.
• Ability to respond effectively and promptly to changing situations and conditions.
• Ability to navigate cultural and political landscape of the organization.
• Ability to think critically.

Benefits

• Health insurance
• Dental insurance
• 401(k)
• Paid time off