Executive Assistant

Oklahoma County; Oklahoma City (OK); On-site; USD 45,000 - 65,000; Full time

Job summary

Oklahoma County is seeking an Executive Assistant to support the County Clerk and senior leadership. The role involves managing complex calendars, coordinating meetings and travel, drafting official communications, and facilitating cross-department collaboration to ensure timely execution of priorities.

The position requires discretion, excellent written and verbal communication, and the ability to handle multiple priorities in a fast-paced public service environment.

Qualifications

• Bachelor's degree or equivalent experience required.
• 3-5 years of progressive administrative experience, preferably in public sector.
• Proficiency in Microsoft Office Suite and document management systems.
• Strong written and verbal communication, organization, and discretion.

Responsibilities

• Provide high-level confidential administrative support to the County Clerk and executive leadership.
• Manage calendars, travel, meetings, and events; handle logistics and preparation.
• Draft, edit, and proofread official correspondence and materials.
• Support policy development, programs, and cross-department coordination.
• Coordinate special projects and supervise assigned staff if applicable.

Skills

Confidentiality

Time management

Executive communication

Detail oriented

Relationship building

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

Electronic document management systems

Administrative tracking tools

Job description

Executive Assistant,County Clerk
Job Number: 2084

Location: 320 Robert S Kerr Rm 203, Oklahoma City, OK 73102
Supervisor: County Clerk
Phone: [phone]
Fax:

Description

The Executive Assistant provides high-level administrative, operational, and strategic support to the elected County Clerk and executive leadership team, ensuring the efficient and effective functioning of the County Clerk Office. This position manages complex schedules, coordinates meetings and events, prepares and reviews executive communications, supports key projects and initiatives, and facilitates coordination across departments. Serving as a liaison to elected officials, County departments, community partners, employees, and constituents, the Executive Assistant maintains a polished and professional presence, fosters strong relationships, and ensures effective communication and follow-through. The role requires exceptional organizational skills, attention to detail, superior written and verbal communication, sound judgment, discretion, initiative, and the ability to independently manage competing priorities in a fast-paced public service environment.

ESSENTIAL FUNCTIONS

• provide high-level, confidential administrative and operational support to the County Clerk and executive leadership team, exercising sound judgment, discretion, and professionalism.
• manage the County Clerk calendar, appointments, travel, meetings, and events, including scheduling, coordination, preparation, and logistics.
• needs, serve as a liaison with elected officials, County departments, boards, commissions, community partners, employees, and constituents, maintaining a professional and approachable presence while ensuring effective communication and timely resolution of inquiries.
• independently draft, edit, proofread, and review official correspondence, reports, presentations, meeting materials, minutes, and executive communications to ensure accuracy, clarity, consistency, and professionalism.
• support daily office operations by evaluating workflows, identifying opportunities for improvement, and assisting with the development and implementation of policies, procedures, and operational efficiencies.
• maintain organizational tracking tools, performance reports, and other resources to support leadership decision-making and accountability.
• plan and coordinate all-staff meetings, employee engagement activities, and office-wide events and initiatives.
• coordinate special projects and strategic initiatives, including research, project planning, tracking deliverables, monitoring progress, and ensuring timely follow-up on action items.
• establish and maintain effective working relationships across departments, supporting collaboration, internal communications, and organizational priorities.
• anticipate executive and organizational needs, proactively identify potential challenges, and exercise initiative in resolving issues and ensuring timely completion of priorities.
• coordinate, supervise, train, and provide direction to assigned staff to ensure efficient and effective completion of responsibilities.
• maintain reliable attendance and work onsite a minimum of 40 hours per week, or as directed, to support the operational needs of the office.
• perform other duties as assigned in support of the County Clerk mission, priorities, and strategic goals.

Experience

• Knowledge of Oklahoma County government structure, elected offices, functions, services, and applicable statutes, policies, and procedures.
• Executive-level administrative support, modern office management practices, and organizational operations.
• Project coordination, workflow management, process improvement, and policy implementation.
• Microsoft Office Suite, electronic document management systems, and administrative tracking tools.
• Professional business writing and communication, including advanced grammar, composition, editing, proofreading, correspondence preparation, and recordkeeping.
• Organizational planning, time management, and prioritization of competing responsibilities.
• Professional etiquette, executive communications, customer service, and appropriate protocols for interacting with elected officials, community leaders, and the public.

Skills and Abilities

• exercise independent judgment, discretion, professionalism, and strict confidentiality when handling sensitive information.
• effectively organize, prioritize, and manage complex assignments, schedules, and competing deadlines with exceptional accuracy and attention to detail.
• demonstrate superior written communication skills, including the ability to independently draft, edit, proofread, and critically review executive correspondence, reports, presentations, and official documents for accuracy, clarity, consistency, tone, and professionalism.
• exhibit a polished, approachable, and confident professional presence, with excellent interpersonal skills and the ability to engage comfortably and diplomatically with elected officials, community leaders, employees, constituents, and external stakeholders.
• communicate clearly, professionally, and effectively with individuals at all organizational levels, demonstrating strong listening skills, tact, and sound judgment.
• establish and maintain positive working relationships, exercise diplomacy, and navigate sensitive or complex situations.
• coordinate projects, establish objectives, monitor progress, resolve challenges, and ensure timely completion of deliverables.
• maintain meticulous records, manage detailed information, and consistently produce accurate, organized, and high-quality work.
• work independently, demonstrate initiative, anticipate executive and organizational needs, and adapt to changing priorities with minimal supervision.
• collaborate across departments, support established leadership structures, and promote effective communication and teamwork.
• provide exceptional customer service, respond appropriately to inquiries, and facilitate timely resolution of concerns.
• interpret and apply relevant statutes, County policies, procedures, and established administrative practices.
• demonstrate a commitment to the County Clerk mission, values, organizational goals, and established safety policies and procedures.
• adapt to changes in procedures, technology, operational priorities, and document recording requirements.

Education Required

Experience: 3-5 years of progressively responsible administrative experience, preferably providing executive-level support, coordinating complex assignments, and managing competing priorities. Experience in county government or the public sector is preferred. Advanced proficiency in Microsoft Office Suite and related office technology is required.

Education: Bachelor degree or equivalent experience.

Other Current Job Openings

• Court Holding Officer
• Sheriff Protective Services Deputy
• Sheriff Chief Financial Officer, CPA
• County Clerk Juvenile Detention Officer
• Juvenile Justice Center Personal Property Analyst/Appraiser
• Assessor

Oklahoma County is an Equal Opportunity Employer