Executive Administrative Assistant AS8050

Oklahoma State University; Stillwater (OK); On-site; USD 27,552 - 35,128; Full time

Job summary

Oklahoma State University is looking for an Executive Administrative Assistant to support the Vice President and the Division of Enrollment Management. The role involves managing communications, scheduling meetings, and overseeing office operations.

The ideal candidate will have at least five years of administrative experience along with strong organizational and customer service skills. Proficiency in tools like Microsoft Office Suite and the ability to handle confidential information are key.

Qualifications

• Five years of related professional work experience, including customer service and/or administrative duties.
• Completion of the Procurement Professional Certification within two years of hire.
• Strong proficiencies in calendar and travel management, business correspondence and reports.

Responsibilities

• Provide comprehensive administrative and operational support to the Vice President.
• Coordinate travel and meetings, oversee office operations and inventory.
• Manage communications with internal and external stakeholders.

Skills

Organizational skills

Customer service

Time-management

Communication

Project management

Discretion

Education

High School/GED

Bachelor's degree

Tools

Microsoft Office Suite

Google Workspace

SLATE

Job description

Campus: OSU-Stillwater

Contact: Michelle Munson ([e-mail])

Work Schedule: Monday through Friday, 8:00 am–5:00 pm with occasional evenings and weekends.

Appointment Length: Regular Continuous/Until Further Notice

Hiring Range: $20.00–$25.50 hourly

About This Position

The Executive Administrative Assistant provides comprehensive administrative and operational support to the Vice President and the Division of Enrollment Management. This position serves as a key point of contact for internal and external stakeholders, manages executive scheduling and communications, coordinates travel and meetings, oversees office operations and inventory, and supports human resources, payroll, budget, and purchasing functions. The role requires exceptional organizational skills, attention to detail, discretion in handling confidential information, and a commitment to outstanding customer service. The Executive Administrative Assistant works collaboratively across campus to support strategic initiatives, resolve administrative issues, and ensure the efficient operation of the Division of Enrollment Management. Additionally, this position provides cross‑functional support for administrative functions across the division as needed, ensuring continuity of operations and support during staff absences, peak periods, and special projects.

Required Qualifications

• High School/GED (degree must be conferred on or before the start date)
• Five years of related professional work experience, including customer service and/or administrative duties. Post‑secondary education may substitute for years of required experience.

Certifications, Registrations, And/or Licenses

• Completion of the Procurement Professional Certification within two years of hire

Preferred Qualifications

• Bachelor's degree
• Five years of related professional work experience, including customer service and/or administrative duties.

Skills, Proficiencies, And/or Knowledge

• Demonstrate exceptional organizational and time‑management skills with attention to detail and accuracy.
• Ability to build rapport and communicate with various constituents, such as members of OSU staff, faculty, students, families, donors, vendors, and campus partners.
• Strong professional etiquette and strong written and verbal communication skills.
• Demonstrate outstanding customer service skills for internal and external stakeholders.
• Strong project management and multi‑tasking capabilities as well as document management.
• Demonstrate solution‑focused decision‑making skills.
• Self‑motivated and capable of working independently as well as collaborating with individuals.
• Must maintain strict confidentiality and discretion.
• Strong proficiencies in calendar and travel management, business correspondence and reports.
• Demonstrate strong proficiencies with administrative technology platforms such as, but not limited to, Microsoft Office Suite, Google Workspace, and virtual meeting platforms.
• Strong knowledge of policies, procedures and practices.
• Demonstrate experience coordinating complex schedules, preparing professional communications and presentations, organizing meetings and events, and managing confidential information, preparing reports and presentations, and interacting with various stakeholders.
• Advance proficiency with Microsoft Office Suite, Google Workspace and virtual platforms.
• Strong knowledge of OSU policies and procedures.
• Demonstrate experience with SLATE (OSU’s prospective and current student client management database).
• Advanced experience with OSU processes such as Self Service, Banner, PageUp, OK Corral, and Procurement.