Executive Administrative Assistant AS8050

About the role

The Executive Administrative Assistant provides comprehensive administrative and operational support to the Vice President and the Division of Enrollment Management. This position serves as a key point of contact for internal and external stakeholders, manages executive scheduling and communications, coordinates travel and meetings, oversees office operations and inventory, and supports human resources, payroll, budget, and purchasing functions.

Responsibilities

• Serves as a key point of contact for internal and external stakeholders
• Manages executive scheduling and communications
• Captures and distributes executive correspondence
• Coordinates travel and meetings
• Oversight of office operations and inventory
• Supports human resources, payroll, budget, and purchasing functions
• Works collaboratively across campus to support strategic initiatives, resolve administrative issues, and ensure the efficient operation of the Division of Enrollment Management
• Provides cross-functional support for administrative functions across the division as needed, ensuring continuity of operations and support during staff absences, peak periods, and special projects

Requirements

• High School/GED (degree must be conferred on or before agreed upon start date)
• Five years of related professional work experience, including customer service and/or administrative duties
• Post-secondary education may substitute for years of required experience
• Completion of the Procurement Professional Certification within two years of hire

Qualifications

• Exceptional organizational skills, attention to detail, discretion in handling confidential information, and a commitment to outstanding customer service
• Strong proficiency in Microsoft Office Suite, Google Workspace, calendar management, and virtual collaboration tools
• Strong knowledge of executive support practices, office administration, business communication, confidentiality standards, organization policies and customer service
• Ability to exercise sound judgment, maintain discretion, and build effective relationships with internal and external stakeholders
• Exceptional organizational and time-management skills with attention to detail and accuracy
• Strong professional etiquette and strong written and verbal communication skills
• Demonstrate outstanding customer service skills for internal and external stakeholders
• Strong project management and multi-tasking capabilities as well as document management
• Demonstrate solution-focused decision-making skills
• Self-motivated and capable of working independently as well as collaborating with individuals
• Maintain strict confidentiality and discretion
• Strong proficiencies in calendar and travel management, business correspondence and reports
• Strong knowledge of policies, procedures and practices

Skills, Proficiencies, And/or Knowledge

• Exceptional organizational, communication, and administrative skills, with the ability to manage multiple priorities in a fast-paced environment
• Advanced proficiency with Microsoft Office Suite, Google Workspace and virtual platforms
• Strong knowledge of OSU policies and procedures
• Experience with SLATE (OSU’s prospective and current student client management database)
• Advanced experience with OSU processes such as Self Service, Banner, PageUp, OK Corral, and Procurement