University of Oklahoma is hiring: Executive Assistant in Norman

Job Description – Executive Assistant (252469)

Job Number: 252469

Organization: Institutional Equity Office

Job Location: Norman Campus

Schedule: Full-time, Monday—Friday 8:00 am to 5:00 pm, Onsite

Salary: Targeted $50,000—$55,000 per year, based on education and experience

Benefits: Yes

Required Attachments: Resume, Cover Letter

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 resource responsibilities for the department.

Job Duties (Responsibilities)

• 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

Qualifications

• Education: Bachelor’s degree (or equivalent combination of education and experience)
• 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
• Excellent written and verbal communication skills, with strong composition and proofreading abilities
• Ability to communicate well and build rapport quickly with students, faculty, and staff
• Capacity to work independently with minimal supervision and collaboratively in a fast‑paced environment
• Adaptability to changing priorities and ability to maintain composure in high‑pressure situations
• Demonstrated attention to detail

Certifications & Physical Requirements

• Valid Driver’s License
• Must be able to engage in repetitive motions, communicate effectively, bend, lift, stoop, and carry
• Occasional extended hours may be required to support the executive
• Occasional travel or off‑site support may be required for meetings, events, or executive retreats
• Standard office work environment

Additional Information

Departmental Preference: Departmental Website Administrator experience

Special Instructions: If selected as a final candidate, you will be subject to the University of Oklahoma Norman Campus Tuberculosis Testing policy. View the policy, https://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma: The University of Oklahoma values our community's unique talents, perspectives, and experiences. We aspire to harness innovation, creativity, and collaboration for the advancement of people everywhere. You Belong Here!

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, 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.

Hiring contingent upon a background check? Yes

Special Indications: Hiring contingent upon police records check