Executive Administration Assistant II

State of Oklahoma; Oklahoma City (OK); On-site; USD 35,000 - 40,000; Full time

Job summary

Join a leading state agency as an Executive Administration Assistant II, providing high-level support to executive leadership. You will manage complex schedules, coordinate significant events, and ensure smooth communication across departments. This role requires exceptional organizational skills and discretion, contributing directly to the agency's mission of improving health care access for Oklahomans. Enjoy a supportive work environment with generous benefits, including health insurance, paid holidays, and professional development opportunities.

Benefits

Generous state-paid benefit allowance

Top-tier health insurance plans

Employee Assistance Program (EAP)

Wellness benefits including gym discounts

11 paid holidays annually

15 vacation days and 15 sick days

Retirement Savings Plan

Longevity Bonus

Public Service Loan Forgiveness eligibility

Professional development training opportunities

Qualifications

• 6 years clerical work, including 3 years as an executive assistant.
• Proficiency in Microsoft Office tools and virtual platforms.

Responsibilities

• Provides comprehensive administrative support to multiple Executive Team members.
• Leads planning and coordination of high-profile events and meetings.
• Maintains confidentiality while handling sensitive documents.

Skills

Organizational Skills

Communication Skills

Problem-Solving

Education

Office Management Experience

Executive Assistant Experience

Tools

Microsoft Office

Job description

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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, Plans and Aligns, and Communicates Effectively.

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

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.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Administrative
• Government Administration

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