Executive Assistant to the Board Secretary and Events Coordinator

For additional information please contact: Melanie Rose at Melanie.Rose@oregonstate.edu or 541-737-5661.

About the role

The OSU Board of Trustees is seeking an Executive Assistant to the Board Secretary and Events Coordinator. This is a full-time (1.00 FTE), 12-month, professional faculty position located on Oregon State’s Corvallis campus. The position offers a unique opportunity to work where the many dimensions of Oregon State University's mission come together, gaining a broad view of diverse institutional activities while expanding your professional experience.

Serving as the first point of contact with members of the university community and other stakeholders, this role requires diplomacy, respect for confidentiality, excellent organizational and communication skills, and the ability to function effectively in a high-profile environment. The successful candidate will bring a strong service orientation, exceptional administrative expertise, and event planning experience to a dynamic office evolving its practices to meet governance and collaboration needs.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions, and those in youth programs may have additional criminal history checks every 24 months.

Responsibilities

• Provide executive support for the University Board Secretary, including strategic calendar management, weekly meeting preparation, and background briefings.
• Serve as the first point of contact for the Board Office with members of the university community and other stakeholders.
• Manage and own a portfolio of work independently.
• Plan, execute, and oversee logistics for board meetings, retreats, and spotlight events, including managing trustee travel.
• Collaborate with university partners to ensure the success of high-impact events.
• Handle administration and recordkeeping related to meetings, board documents, websites, and internal systems.
• Work with a working knowledge of conflicts of interest, ethics, public records, and public meetings requirements (trainings available from the Oregon Government Ethics Commission).

Requirements

• Bachelor’s degree.
• Three years of experience providing executive administrative support, with progressively increasing responsibility at an institution of higher education or other similarly complex organization.
• Experience analyzing complex documents and writing executive summaries.
• Effective written and communication skills, with demonstrated ability to draft professional correspondence, reports, and high-level summaries.
• Ability to cultivate and nurture interpersonal relationships judiciously and empathetically.
• Demonstrated success in making independent judgments and problem-solving with the highest attention to detail and respect for confidentiality, discretion, and diplomacy.
• Proven track record of working effectively in environments characterized by ambiguity and uncertainty, with the confidence and flexibility to pivot quickly.
• Proficiency with Microsoft Office Suite.

Preferred Qualifications

• Experience in a higher education environment.
• Experience working with boards.
• Lead project management experience.
• Proven track record of supporting the success of individual leaders.
• Demonstrated ability to be agile and responsive to shifting priorities.
• Experience interpreting policy and applying federal or state laws, rules, and regulations.
• Working knowledge of public meetings and public records requirements.
• Proficiency using Drupal to create or maintain websites.
• Demonstrated interpersonal skills with the ability to engage effectively in a variety of professional and social settings with diplomacy and sound judgment.

Working Conditions

• Some local travel in support of Board meetings may be required.

Pay

$72,000 - $82,000

Schedule

Full-time (1.00 FTE), 12-month position.

Anticipated start date: August 14, 2026.