Executive Administration Assistant II

State of Oklahoma; Oklahoma City (OK); On-site; USD 56,000; Full time

Job summary

The State of Oklahoma is seeking an Executive Administration Assistant II to provide high-level administrative support to executive leadership. This role involves managing complex schedules, coordinating events, and ensuring confidentiality in handling sensitive information. Ideal candidates will have extensive clerical experience, strong organizational skills, and be proficient in Microsoft Office tools.

Benefits

Generous state-paid benefit allowance

Wide selection of health insurance plans

Employee Assistance Program

Wellness benefits

11 paid holidays annually

15 vacation days and 15 sick days

Retirement Savings Plan

Public Service Loan Forgiveness eligibility

Qualifications

• 6 years of clerical office work, including 3 years as an executive assistant.
• Proficiency in Microsoft Office tools is essential.
• Preference may be given to candidates with specific certifications.

Responsibilities

• Provides administrative support to multiple executive team members.
• Leads planning and coordination of high-profile events.
• Prepares reports, presentations, and manages communication.

Skills

Organizational skills

Communication skills

Attention to detail

Problem-solving

Education

High school diploma or equivalent

Certification(s) such as CAP, PMP, CEA

Tools

Microsoft Office

Job description

1 week ago Be among the first 25 applicants

This range is provided by State of Oklahoma. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$55,970.00/yr - $55,970.00/yr

Job Posting Title

Executive Administration Assistant II

Agency

807 HEALTH CARE AUTHORITY

Supervisory Organization

Executive Service

Job Posting End Date (Continuous if Blank)

June 04, 2025

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Full time

Job Type

Regular

Compensation

$55,970 / annual

Job Description

Agency/Division Information

The Oklahoma Health Care Authority (OHCA) works to ensure Oklahomans have access to better health and better care. The agency's core values include passion for purpose, trust and transparency, empowerment and accountability, best in class and outcome-driven, and servant leadership. As part of the interview process, candidates may be required to attend an in-person interview at our Oklahoma City office.

Position Purpose

The Executive Administrative Assistant II provides high-level and cross-functional administrative support to OHCA's Executive Leadership. This role manages complex calendars, coordinates agency-wide events, ensures seamless communication across executive offices, and handles sensitive information with discretion. This position is distinguished by its elevated responsibilities, including serving as a cross-trained backup for all executive assistant functions, acting as a liaison across departments, and managing multifaceted projects and events. The role contributes directly to OHCA's mission by ensuring executive operations remain efficient, responsive, and aligned with agency goals.

Principle Activities May Include

• Provides comprehensive administrative support to multiple Executive Team members, including scheduling, travel coordination, and correspondence.
• Leads planning, coordination, and hosting of high-profile internal and external events, meetings, conferences, and visits involving executive leadership, stakeholders, partners, and distinguished guests.
• Cross-trains across all executive assistant roles to ensure continuous support and operational coverage during absences or peak workloads.
• Serves as a central communication hub between executive leadership, internal departments, and external stakeholders.
• Prepares and reviews reports, presentations, meeting agendas, and confidential correspondence; manages complex filing and recordkeeping systems.
• Supports agency projects and initiatives by gathering information, managing timelines, and coordinating logistics.
• Exercises discretion and maintains confidentiality in handling sensitive documents and communications.
• Tracks action items and deliverables on behalf of executive leadership, ensuring timely completion and follow-up.
• Participates in strategic scheduling to optimize executive availability and priority alignment.
• Assists in the preparation of performance reports, contracts, and compliance documentation for leadership review.
• Identifies and recommends process improvements for administrative efficiency and alignment with agency standards.
• Other duties as assigned.
  
  

Knowledge, Skills, Abilities And Competencies

The Executive Administrative Assistant II demonstrates exceptional organizational and communication skills, with the ability to manage complex scheduling, coordinate high-level events, and maintain strict confidentiality. This role requires a proactive approach to problem-solving, strong attention to detail, and the flexibility to adapt quickly across multiple executive offices. Proficiency in Microsoft Office tools, virtual platforms, and administrative best practices is essential. Success in this position is supported by the Korn Ferry competencies of Manages Complexity, to navigate dynamic and high-volume workflows; Plans and Aligns, to ensure executive priorities and deadlines are met; and Communicates Effectively, to foster clear, professional, and timely interactions across all levels of the agency.

To be considered for this position your application must include a resume/CV with complete work and education history.

Education And/or Experience

• 6 years of clerical office work, including 3 years as an office manager, executive assistant or as a confidential secretary OR
• An equivalent combination of education including 3 years as an office manager, executive assistant or as a confidential secretary experience.
  
  

Preference may be given to candidates with

• Certification(s) such as Certified Administrative Professional (CAP), Project Management Professional (PMP), Certified Executive Assistant (CEA), Notary Public License, Microsoft Office Specialist (MOS)
• Experience working in a government or healthcare agency environment
  
  

Physical Demands

• Must be able to remain sitting for prolonged periods at a desk and working on a computer.
• Must be able to move or lift up to 15 pounds at various times.
  
  

Work Environment

The office work environment includes regular exposure to general office equipment such as computer equipment, phones, and copy machines.

Why You'll Love Working Here

At The Oklahoma Health Care Authority (OHCA), We're Proud To Create a Workplace Where Employees Thrive. Named a Top Workplace In Oklahoma For Five Consecutive Years, This Achievement Reflects The Dedication And Collaborative Spirit Of Our Incredible Team. Here's What We Offer To Support Employees And Their Family

• Generous state-paid benefit allowance to offset insurance premiums.
• A wide selection of top-tier health insurance plans.
• Optional flexible spending accounts for health care or dependent care expenses.
• Employee Assistance Program (EAP) offering confidential support.
• Wellness benefits, including an on-site gym and fitness center discounts.
• 11 paid holidays annually.
• 15 vacation days and 15 sick days in your first year.
• Retirement Savings Plan with substantial employer contributions.
• Longevity Bonus to reward years of service.
• Public Service Loan Forgiveness eligibility and reimbursement for educational expenses.
• Professional development training opportunities, including CEU support.
  
  

Accommodation Statement

The Oklahoma Health Care Authority complies with applicable State and Federal civil rights laws and does not discriminate. All qualified applicants will receive consideration for employment without regard to race, color, sex, religion, disability, age, national origin, or genetic information. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Civil Rights Coordinator at 405-522-7335.

Notice to applicants

Please add [e-mail] to the address book or "safe-senders" list in your email. All correspondence will come from this address. Be sure to check your junk folder. If you have questions about the status of your application, you can contact the HR team at 405-522-7093.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Current State of Oklahoma employees must apply for open positions internally through Workday Jobs Hub.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

Seniority level

• Seniority level

  Not Applicable

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Administrative and Support Services

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