Job Details

Executive Assistant

Job no: 492995
Work type: Staff Full-time
Location: Stillwater
Categories: Administrative Support

Campus

OSU-Stillwater

Contact Name & Email

Shawna Goodwin, shawna.goodwin@

Work Schedule

Monday through Friday from 8am until 5pm with lunch break. May have some evenings and weekends depending on projects/events.

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$60,000 - $80,000

Priority Application Date

While applications will be accepted until a successful candidate has been hired, interested parties are encouraged to submit their materials by to ensure full consideration.

About this Position

Essential Duties

• Serve as the trusted first point of contact for the Vice President, managing communications, inquiries, and relationships with discretion and professionalism.
• Manage and prioritize the Vice President's calendar, meetings, travel, and briefing materials to maximize efficiency and effectiveness.
• Act as the primary point of delegation for the Vice President, assigning, tracking, and ensuring follow-through on projects and initiatives.
• Draft, edit, and manage correspondence, reports, and presentations on behalf of the Vice President.
• Coordinate and facilitate high-profile events, leadership meetings, and division-wide initiatives, ensuring agendas, logistics, and follow-up are managed effectively.
• Represent the Vice President's office in meetings and communications with university leadership, faculty, staff, students, and external stakeholders.
• Oversee the daily operations of the executive office, including records management, procurement, and resource allocation.
• Conduct research, compile data, and prepare reports to support strategic decision-making and planning.
• Monitor progress on divisional goals, maintaining accountability systems and preparing reports for the President's Office and other stakeholders.
• Handle sensitive and confidential information with the highest level of discretion and professionalism.

• High School/GED (degree must be conferred on or before agreed upon start date)
• 7 years of executive or comparable support experience. Post-secondary education may substitute for years of required experience.
• Skills, Proficiencies, and/or Knowledge:
  An effective Executive Assistant must possess strong organizational and administrative skills, with the ability to manage complex calendars, coordinate travel, prepare high-quality documents, and oversee day-to-day operations with minimal supervision. Proficiency in office software (such as Microsoft Office and Google Workspace), communication tools, and scheduling platforms is essential.
  
  Excellent written and verbal communication skills are critical, along with the ability to interact professionally with stakeholders at all levels. The role requires sound judgment, discretion, and the ability to handle sensitive information with confidentiality. Strong multitasking, time management, and problem-solving abilities are necessary to anticipate needs, manage competing priorities, and support strategic goals.
  
  In addition, the Executive Assistant should have a solid understanding of business etiquette, executive-level communication standards, and the ability to adapt quickly to changing demands.
  
  Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software programs. Excellent written and verbal communication abilities.

• Bachelor's
• 2 years of customer service or related duties.
  
  Complete the Ambassador Program within two years. Complete the Leadership Program within four years.
• Skills, Proficiencies, and/or Knowledge:
  An effective Executive Assistant must possess strong organizational and administrative skills, with the ability to manage complex calendars, coordinate travel, prepare high-quality documents, and oversee day-to-day operations with minimal supervision. Proficiency in office software (such as Microsoft Office and Google Workspace), communication tools, and scheduling platforms is essential.
  
  Excellent written and verbal communication skills are critical, along with the ability to interact professionally with stakeholders at all levels. The role requires sound judgment, discretion, and the ability to handle sensitive information with confidentiality. Strong multitasking, time management, and problem-solving abilities are necessary to anticipate needs, manage competing priorities, and support strategic goals.
  
  In addition, the Executive Assistant should have a solid understanding of business etiquette, executive-level communication standards, and the ability to adapt quickly to changing demands.
  
  Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software programs. Excellent written and verbal communication abilities.
  
  Basic understanding of Slate and Banner systems. Extensive knowledge of OSU policies and procedures. Experience with Oklahoma State University systems, such as Banner, AIRS, PCard, and OK Corral.