What are the responsibilities and job description for the Executive Administrative Assistant AS8154 position at Oklahoma State University?
This position provides administrative assistance to leadership and all other office personnel in University Research Compliance (URC)
Executive Administrative Assistant
Executive Administrative Assistant
- Provides administrative support to the Assistant Vice President for Research Compliance and other office personnel
- Support and manage the day-to-day operation of the Assistant Vice President for Research Compliance, including his/her daily schedule
- Secures appointments and schedule meetings with the University administration, faculty, staff, students, etc. on behalf of the Assistant Vice President for Research
- Ensures administrative actions are completed appropriately and timely within the division of University Research Compliance.
- Secure Assistant Vice President for Research signature for all needed documents and ensures delivery to necessary recipients
- Provide hospitality measures within the URC office including guest relations
- Copying/scanning/shredding of requested documents for Assistant Vice President for Research Compliance.
- Serve as primary contact with other administrative offices, college research offices, and external constituencies in regards to administrators' calendars.
- Maintaining the facility and vehicles for cleanliness and organization.
- Schedule service calls, car maintenance, and maintain adequate supply of office materials, business cards, signs and identification, equipment, refreshments for meetings, etc.
- Maintain a university purchasing card for small order purchases.
- Assist URC staff with travel arrangements and reimbursements for all travel.
- Maintain departmental records to include, but not limited to, emergency calling lists, departmental contact info, and division contact information.
- Provide administrative support to a central administrative unit, to include complex calendar scheduling, scheduling meetings, managing.
- Coordinate details of selected meetings for the office.
- Maintain a high level of confidentiality and professionalism.
- Assist with and organize activities and special projects as assigned.
- Assist compliance committees with meeting scheduling, drafting letters, safe record keeping, scanning documents, taking minutes of meeting, or recording meetings, disseminate training documentation.
- High School/GED (degree must be conferred on or before agreed upon start date)
- Five years experience.
- Skills, Proficiencies, and/or Knowledge:
- Independent and trustworthy person with the ability to handle confidential and sensitive information.
- Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads.
- Excellent written and verbal communication skills.
- Proficient experience in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook.
- Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through.
- Proven ability to work independently.
- Strong organization and prioritization skills.
- Demonstrated ability to meet project deadlines.
- Ability to anticipate needs, resourcefulness and responsiveness are essential.