Executive Assistant

This position is located in Oklahoma City, Oklahoma.

Executive Assistant E63A

Annual Salary: $67,725 + Full State Employee Benefits

POSITION SUMMARY

The Executive Assistant to the Director, Chief of Staff, and Deputy Chief of Staff serves as a critical operational partner at the highest levels of Oklahoma Human Services leadership. This position demands an exceptionally organized, experienced, and discreet professional who can anticipate executive needs, manage complex competing priorities, and represent the Office of the Director with the utmost professionalism. The ideal candidate is a proactive problem-solver who thrives in a fast-paced, mission-driven environment and understands the importance of public sector service.

MINIMUM QUALIFICATIONS

Education and Experience requirements at this level consist of seven (7) years of administrative/clerical office work including four (4) years of experience as an office manager, executive assistant, or confidential secretary, or an equivalent combination of education and experience substituting 30 semester hours from a college or university for every one (1) year of experience.

PREFERRED QUALIFICATIONS

• Experience working in Oklahoma state government or a large public sector agency
• Familiarity with Oklahoma Human Services programs, mission, and organizational structure
• Experience supporting multiple executives simultaneously in a fast-paced environment
• Professional certification such as Certified Administrative Professional (CAP) or similar
• Experience coordinating legislative or governmental affairs activities

KEY RESPONSIBILITIES

Calendar & Schedule Management

• Manage and maintain complex, high-volume calendars for the Director, Chief of Staff, and Deputy Chief of Staff, including scheduling meetings, appointments, and travel
• Proactively anticipate scheduling conflicts and resolve them with sound judgment and minimal direction
• Coordinate logistics for internal and external meetings, including preparation of agendas, briefing materials, and follow-up action items
• Arrange and manage all travel, including air, hotel, ground transportation, and itineraries, ensuring efficiency and alignment with agency priorities

Executive Communication

• Serve as the primary point of contact and gatekeeper for the Office of the Director, managing incoming communications with professionalism and discretion
• Draft, proofread, and prepare high-quality correspondence, reports, presentations, and briefing documents on behalf of executive leadership
• Communicate on behalf of executives with state agency officials, legislators, community partners, and the public
• Screen, prioritize, and route calls, emails, and inquiries to appropriate staff

Operational & Administrative Support

• Manage confidential and sensitive information with the highest level of integrity
• Coordinate and support high-level meetings, including Governor's Office interactions, legislative briefings, and cabinet-level engagements
• Track and follow up on action items, deadlines, and deliverables on behalf of executive leadership
• Maintain organized filing systems for executive records and correspondence
• Manage expense reporting and budget tracking for the Director's Office

Relationship & Stakeholder Coordination

• Build and maintain positive relationships with internal department leadership and external partners, legislators, and community stakeholders
• Serve as a liaison between the Director's Office and agency divisions, ensuring timely and accurate information flow
• Represent the Office of the Director at meetings and events as directed

Special Projects & Strategic Support

• Support the Director, Chief of Staff, and Deputy Chief of Staff in managing strategic initiatives, policy projects, and agency priorities
• Conduct research, compile data, and prepare summaries and analyses to support executive decision-making
• Perform other duties as assigned, consistent with the broad scope and importance of this role

KNOWLEDGE, SKILLS & ABILITIES

• Exceptional organizational skills with impeccable attention to detail
• Strong interpersonal skills and professional demeanor when representing executive leadership
• Ability to anticipate needs, take initiative, and act decisively without waiting for direction
• High emotional intelligence and ability to navigate sensitive political and organizational dynamics
• Sound judgment in prioritizing competing demands across multiple executives
• Commitment to the mission of Oklahoma Human Services and public sector service
• Ability to remain calm, flexible, and effective in high-pressure situations
• Experience providing direct executive-level administrative support, preferably in a government, nonprofit, or complex organizational setting
• Demonstrated experience managing executive calendars with multiple high-priority stakeholders
• Exceptional written and verbal communication skills, including experience drafting formal correspondence and executive-level documents
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with virtual meeting platforms (Teams, Zoom)
• Proven ability to handle confidential information with integrity and discretion
• Demonstrated ability to work independently, exercise sound judgment, communicate with executives, and manage multiple priorities under pressure.

OKDHS is a Fair Chance Employer.
If you have questions, please contact [email protected]
This is a position in the Oklahoma Civil Service
Announcement Number: 26-RB003
P108204/JR61348