Executive Affairs Coordinator

Oklahoma State Regents For Higher Education; Oklahoma City (OK); On-site; USD 55,000 - 75,000; Full time

Job summary

Oklahoma State Regents for Higher Education is seeking a highly organized administrator to provide executive support to the Chancellor and Vice Chancellor for Administration, coordinating schedules, meetings, travel, and related logistics.

This role oversees meeting materials, records, committee agendas, and staff coordination for scholarship programs and professional development, ensuring timely follow-through and effective communication across the office.

Qualifications

• Bachelor’s degree and at least five years of progressively responsible experience providing executive, administrative, board, program, or organizational support.
• Advanced proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams) and the ability to learn agency systems.

Responsibilities

• Provide high-level administrative support to the Chancellor and Vice Chancellor for Administration, including scheduling, meeting preparation, correspondence, document preparation, records management, and follow-up on assignments and deadlines.
• Serve as primary administrative point of contact for State Regents and coordinate their schedules, meetings, travel, reimbursements, correspondence, materials, and other logistics.
• Assist in coordinating agendas for regular, special, and committee meetings, including filing notices, tracking submissions, organizing materials, and maintaining records.
• Coordinate logistics for meetings (facilities, lodging, transportation, catering, technology, communications).
• Maintain official State Regents records (minutes, resolutions, documentation).
• Coordinate materials for incoming Regents (orientation materials, photos, nameplates, regalia).
• Prepare agendas and materials for senior leadership meetings and other Chancellor’s Office coordinated meetings.
• Staff coordinator for scholarship programs (timelines, materials, deadlines, reviews, notifications, payments).
• Staff coordinator for the Regents Education Program (continuing education tracking, compliance, reports, event logistics).
• Coordinate Chancellor’s Office events and back up the Chancellor’s scheduler.
• Perform other duties as assigned.

Skills

Microsoft Office

Education

Bachelor’s degree

Master’s degree

Job description

Pursue a career at the OK State Regents for Higher Education

This position provides high-level administrative and organizational support to the Vice Chancellor for Administration, the Chancellor, and members of the Oklahoma State Regents for Higher Education and coordinates executive office activities, meetings, programs, events, and related administrative functions.

Responsibilities and Duties

· Provide high-level administrative support to the Chancellor and Vice Chancellor for Administration, including scheduling, meeting preparation, correspondence, document preparation, records management, and follow-up on assignments and deadlines.

· Serve as a primary administrative point of contact for State Regents and coordinate their schedules, meetings, travel, reimbursements, correspondence, materials, and other logistical needs.

· Assist the Vice Chancellor for Administration in coordinating preparation of agendas for regular, special, and committee meetings of the State Regents, including filing meeting notices, tracking submissions and deadlines, organizing and reviewing materials, coordinating revisions, compiling and distributing final agenda materials, and maintaining related records.

· Coordinate logistical arrangements for State Regents meetings, including facilities, lodging, transportation, catering, technology, and related communications.

· Assist with maintaining official State Regents records, including meeting minutes, resolutions, and related documentation.

· Coordinate administrative materials and arrangements for incoming State Regents, including orientation materials, photographs, nameplates, academic regalia, and other related needs.

· Prepare agendas and materials for senior leadership meetings and other meetings coordinated through the Chancellor’s Office, as requested by the Vice Chancellor for Administration.

· Serve as the primary staff coordinator for scholarship programs managed through the Chancellor’s Office, including managing annual timelines; distributing application and nomination materials; communicating requirements and deadlines; coordinating submissions, reviews, selections, award notifications, and payments; serving as the primary contact for institutions, applicants, recipients, judges, and program partners; and maintaining complete program records.

· Assist the Vice Chancellor for Administration with the Regents Education Program by serving as the primary staff coordinator for tracking continuing education completed by State Regents and other governing board members across the state; maintaining compliance records; communicating requirements, deadlines, and completion status; collecting and verifying documentation; preparing reports; and coordinating registration, materials, logistics, and recordkeeping for program events.

· Coordinate Chancellor’s Office events and activities, including retreats, Council of Presidents events, and other meetings or conferences as requested.

· Serve as backup to the Chancellor’s scheduler.

· Perform other similar duties as assigned by the Chancellor or Vice Chancellor for Administration.

Minimum Qualifications

Bachelor’s degree and at least five years of progressively responsible experience providing executive, administrative, board, program, or organizational support. Equivalent combinations of education and relevant experience may be considered. Must demonstrate initiative, sound judgment, discretion, strong organizational skills, and the ability to anticipate needs, manage competing priorities, work independently, and ensure timely and accurate follow-through. Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams, and the ability to learn and effectively use agency systems for scheduling, document management, records tracking, virtual meetings, and related administrative functions.

Preferred Qualifications

Master’s degree. Experience providing high-level support to senior leadership and independently coordinating complex administrative processes, projects, programs, or events is preferred. Experience working with governing boards, executive offices, educational programs, or public-sector organizations is also desirable.

Supervision

The employee performs work under the supervision of the Vice Chancellor for Administration.

Work Hours

Work Hours Agency offices are open to the public from 8 A.M. to 5 P.M. Monday through Friday. These are the normal office hours for Agency employees.

Physical Demands

Ability to remain in a stationary position for extended periods of time. Ability to operate a computer, keyboard, photocopier, telephone, calculator and other office equipment. Ability to use a computer screen and printed material, to communicate clearly, physical ability to lift up to 25 pounds, and to perform tasks that may require bending, stooping, and reaching. Must use the proper method to manually handle equipment, including but not limited to dollies, carts, and lift team members. Duties are normally performed in an office environment with a moderate noise level.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. The Oklahoma State Regents for Higher Education is an Equal Opportunity Employer.

Posting Date

Posting Date 08/03/2026

Closing Date

Open Until Filled Yes