Executive Assistant

The Executive Assistant position is crucial in keeping the Institutional Equity Office operating smoothly by providing administrative support to the Institutional Equity Officer and Title IX Coordinator, assisting in budget administration, and handling purchasing activities and human resources responsibilities for the department.

Job Duties:

• Manages daily office operations to ensure efficiency
• Prepares high-level correspondence, presentations, reports, and briefing materials
• Responds to inquiries and manages emails, correspondence, and other communications on behalf of the Executive, ensuring timely and professional responses
• Supports strategic planning activities by assisting with project tracking, status updates, and key deliverables
• Manages and maintains the Executive's calendar, including appointments, scheduling internal and external meetings, sending reminders, coordinating travel arrangements, and handling meeting logistics
• Serves as a liaison between internal and external staff, faculty, and administration
• Assists with budget administration, financial tracking, and other reports
• Oversees record management, maintaining confidential electronic and paper files
• Handles purchasing activities within the department, which includes preparing and processing expense reports
• Anticipates the needs of the Executive and proactively offers support and solutions
• Plans, coordinates, and oversees special projects, office events, and activities
• Conducts research, collects and analyzes data, and prepares written reports or presentations
• Assists with special projects and research as needed
• Serves and actively participates on assigned committees
• May also run errands, provide transportation, and coordinate with vendors, clients, or service providers
• Performs related duties as assigned to fulfill the function of the position successfully

Required Education: Bachelor's degree

Equivalency/Substitution: Experience or a combination of education & related experience can be considered in place of a degree.

Skills:

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook). 
• Ability to handle confidential and sensitive information with professionalism and discretion. 
• Exceptional organizational and time-management skills, with the ability to prioritize and multitask effectively to meet deadlines. 
• Able to communicate well and build rapport quickly with students, faculty, and staff. 
• Ability to work independently with minimal supervision and collaboratively in a fast-paced environment.
• Ability to adapt quickly to changing priorities and maintain composure in high-pressure situations.
• Demonstrated attention to detail is critical.
• Excellent written and verbal communication skills with strong composition and proofreading skills

Certifications:

• Valid Drivers License

Advertised Physical Requirements:

• Physical: Must be able to engage in repetitive motions and communicate effectively. May be required to bend, lift, stoop, and carry. 
• Occasional extended hours may be required to support the executive, meetings, travel coordination, urgent matters, or other activities. 
• Occasional travel or off-site support may be required for meetings, events, or executive retreats.
• Environment: Standard office work environment

Departmental Preferences:

• Departmental Website Administrator experience

Supervision: None

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit 

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Equal Employment Opportunity Statement: The University, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, marital status, genetic information, gender identity/expression (consistent with applicable law), age (40 or older), religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admissions, employment, housing, financial aid, and educational services.