Executive Administrative Assistant AS8050

Job Description

Job Description

Campus

OSU-Stillwater

Contact Name & Email

Michelle Munson, View email address on us.fitly.work

Work Schedule

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

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$21.64 - $26.82

Hourly

Special Instructions to Applicants

For full consideration, please include a resume, cover letter and contact information for three professional references.

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 agreed upon 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.

Skills, Proficiencies, and/or Knowledge:

The Executive Assistant must demonstrate exceptional organizational, communication, and administrative skills, with the ability to manage multiple priorities in a fast-paced environment. Strong proficiency in Microsoft Office Suite, Google Workspace, calendar management, and virtual collaboration tools is required. The successful candidate will possess strong knowledge of executive support practices, office administration, business communication, confidentiality standards, organization policies and customer service. The ability to exercise sound judgment, maintain discretion, and build effective relationships with internal and external stakeholders is essential.

• 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.

Preferred Qualifications

• Bachelor's

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

Skills, Proficiencies, and/or Knowledge:

Demonstrate experience coordinating complex schedules, preparing professional communications and presentations, organizing meetings and events, and/or 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.