Executive Assistant

Oklahoma State University - Stillwater, OK

Full-time - Entry Level

Stillwater, OK

Educational Services

About the position

The Executive Assistant - Office Coordinator at Oklahoma State University plays a crucial role in supporting the Assistant Vice President of External Affairs and the Office of External Affairs. This position operates under minimal supervision and within broad guidelines, handling diverse and complex administrative functions that require a high level of confidentiality and independent judgment. The Executive Assistant must effectively communicate with various stakeholders, including faculty, staff, administration, students, and constituents at local, regional, and national levels. This role is essential for ensuring smooth operations within the office and facilitating interactions among multiple directors and coordinators. The responsibilities of the Executive Assistant include managing day-to-day activities in a complex office environment, which may involve scheduling meetings, taking minutes, and maintaining organized records. The position also requires the ability to handle multiple assignments simultaneously while being detail-oriented and self-motivated. The Executive Assistant is expected to embody the customer service philosophy of OSU Medicine, which emphasizes safety, courtesy, presentation, and efficiency in all interactions. Occasional evenings and weekends may be required, reflecting the dynamic nature of the role and the needs of the office. In addition to administrative tasks, the Executive Assistant will contribute to creating a professional and organized work environment, ensuring that all interactions are conducted with respect and professionalism. The role is vital for supporting the mission of Oklahoma State University and enhancing the overall effectiveness of the External Affairs department.

Responsibilities

• Perform diverse and complex administrative functions under minimal supervision.
• Support the Assistant Vice President of External Affairs and the Office of External Affairs.
• Communicate effectively with faculty, staff, administration, students, and constituents.
• Manage day-to-day activities of a complex office environment.
• Schedule meetings and take minutes as required.
• Maintain organized records and handle confidential information.
• Demonstrate OSU Medicine's customer service philosophy in all interactions.

Requirements

• 2 years of college or technical training or equivalent experience.
• 2 years of experience in an executive assistant capacity or equivalent experience.
• Valid Driver's License.
• Proficient use of computer for word processing, email, and meeting-minute taking.
• Detail-oriented and self-motivated with the ability to handle multiple assignments simultaneously.
• Excellent communication, organization, and interpersonal skills.
• Ability to maintain confidentiality.

Nice-to-haves

• BA or BS degree.
• Specialized training from a university, technical school, or business school.
• Experience in higher education or corporate setting.