State of Oklahoma
Administrative Assistant II
The Administrative Assistant II plays a key support role on the Aerospace Commerce Economic Services (ACES) team within the Oklahoma Department of Commerce (ODOC). ACES is a strategic initiative designed to grow and strengthen Oklahoma's aerospace and defense industry through targeted efforts in business recruitment, workforce development, education, and research. This position supports a small, high-performing, and fast-paced team of professionals working on high-impact projects across the state. The ideal candidate is organized, proactive, and detail-oriented, with strong communication skills and an understanding of state and local government operations. The ability to adapt quickly, pivot priorities, and remain flexible in a dynamic environment is essential. Occasional out-of-state travel may be required. An interest in the aerospace and defense sectors is a strong plus. Administrative Support Coordinate travel arrangements and manage documentation for both in-state and out-of-state events Prepare and process travel expense reports, requisitions, and reimbursements Assist with daily office operations, purchasing, and supply tracking Scheduling & Calendar Management Maintain and update calendars for the ACES team Schedule internal and external meetings, agency events, and site visits Monitor and manage critical deadlines, such as invoicing and reporting Event Coordination Organize logistics for industry events, workforce programs, community appearances, and site visits Handle catering, shipping, RSVPs, and scheduling of partner meetings Support event setup, takedown, and follow-up activities Meeting Preparation Reserve meeting rooms and coordinate teleconferencing using Outlook and Microsoft Teams Set up audiovisual equipment and ensure presentations run smoothly Send calendar invites with adequate lead time and meeting details CRM & Data Support Enter and maintain records in ODOC's Customer Relationship Management (CRM) system Assist with compiling data for reports, briefings, and communications Marketing & Outreach Track and manage promotional materials Coordinate with the ODOC Marketing Division to ensure accuracy of digital and print materials Support outreach initiatives such as social media content, newsletters, and event displays Process Improvement Contribute to streamlining and enhancing administrative workflows Assist with developing and implementing internal procedures to improve team efficiency Additional Duties Support special projects and high-priority initiatives as assigned Maintain a high standard of professionalism, discretion, and confidentiality Stay responsive and flexible as the team needs shift and evolve Other duties as assigned Education and Experience High school diploma or equivalent Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Strong written and verbal communication skills Excellent time management, organizational, and problem-solving abilities Keen attention to detail and ability to handle confidential information Preferred Qualifications Associate or bachelor's degree (preferred but not required) Administrative experience in a government, professional, or military setting Familiarity with aerospace, aviation, or defense industries Experience with CRM systems or a willingness to learn Background in event coordination or logistics Knowledge, Skills, Abilities and Competencies Dependable and professional work ethic Strong interpersonal and customer service skills Ability to learn quickly and thrive in a fast-paced, evolving environment Comfortable with shifting priorities and ambiguity Capable of working both independently and as part of a team Commitment to maintaining confidentiality and integrity in all work Special Requirements Primarily office-based with occasional in-state and out-of-state travel Must be able to lift and carry materials up to 25 pounds for event support Prolonged periods of sitting, computer work, and phone usage
Why Join Us?
By joining the Oklahoma Department of Commerce's ACES team, you'll be contributing to one of the state's most vital economic sectors. Your work will directly support initiatives that attract new investment, grow local businesses, and strengthen the workforce pipeline in aerospace and defense. This is a unique opportunity to make a meaningful impact while working alongside a collaborative and mission-driven team. Equal Opportunity Employment The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability. Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.
The Administrative Assistant II plays a key support role on the Aerospace Commerce Economic Services (ACES) team within the Oklahoma Department of Commerce (ODOC). ACES is a strategic initiative designed to grow and strengthen Oklahoma's aerospace and defense industry through targeted efforts in business recruitment, workforce development, education, and research. This position supports a small, high-performing, and fast-paced team of professionals working on high-impact projects across the state. The ideal candidate is organized, proactive, and detail-oriented, with strong communication skills and an understanding of state and local government operations. The ability to adapt quickly, pivot priorities, and remain flexible in a dynamic environment is essential. Occasional out-of-state travel may be required. An interest in the aerospace and defense sectors is a strong plus. Administrative Support Coordinate travel arrangements and manage documentation for both in-state and out-of-state events Prepare and process travel expense reports, requisitions, and reimbursements Assist with daily office operations, purchasing, and supply tracking Scheduling & Calendar Management Maintain and update calendars for the ACES team Schedule internal and external meetings, agency events, and site visits Monitor and manage critical deadlines, such as invoicing and reporting Event Coordination Organize logistics for industry events, workforce programs, community appearances, and site visits Handle catering, shipping, RSVPs, and scheduling of partner meetings Support event setup, takedown, and follow-up activities Meeting Preparation Reserve meeting rooms and coordinate teleconferencing using Outlook and Microsoft Teams Set up audiovisual equipment and ensure presentations run smoothly Send calendar invites with adequate lead time and meeting details CRM & Data Support Enter and maintain records in ODOC's Customer Relationship Management (CRM) system Assist with compiling data for reports, briefings, and communications Marketing & Outreach Track and manage promotional materials Coordinate with the ODOC Marketing Division to ensure accuracy of digital and print materials Support outreach initiatives such as social media content, newsletters, and event displays Process Improvement Contribute to streamlining and enhancing administrative workflows Assist with developing and implementing internal procedures to improve team efficiency Additional Duties Support special projects and high-priority initiatives as assigned Maintain a high standard of professionalism, discretion, and confidentiality Stay responsive and flexible as the team needs shift and evolve Other duties as assigned Education and Experience High school diploma or equivalent Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Strong written and verbal communication skills Excellent time management, organizational, and problem-solving abilities Keen attention to detail and ability to handle confidential information Preferred Qualifications Associate or bachelor's degree (preferred but not required) Administrative experience in a government, professional, or military setting Familiarity with aerospace, aviation, or defense industries Experience with CRM systems or a willingness to learn Background in event coordination or logistics Knowledge, Skills, Abilities and Competencies Dependable and professional work ethic Strong interpersonal and customer service skills Ability to learn quickly and thrive in a fast-paced, evolving environment Comfortable with shifting priorities and ambiguity Capable of working both independently and as part of a team Commitment to maintaining confidentiality and integrity in all work Special Requirements Primarily office-based with occasional in-state and out-of-state travel Must be able to lift and carry materials up to 25 pounds for event support Prolonged periods of sitting, computer work, and phone usage
Why Join Us?
By joining the Oklahoma Department of Commerce's ACES team, you'll be contributing to one of the state's most vital economic sectors. Your work will directly support initiatives that attract new investment, grow local businesses, and strengthen the workforce pipeline in aerospace and defense. This is a unique opportunity to make a meaningful impact while working alongside a collaborative and mission-driven team. Equal Opportunity Employment The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability. Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.