Special Assistant to the President
Special Assistant to the President
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1 Vacancy
Job Description
The Special Assistant provides high-level administrative support to the President in a fast-paced and dynamic environment. This role requires exceptional organizational skills discretion and the ability to manage complex schedules communications and special projects with minimal supervision. Acting as a key liaison between the Presidents Office and internal and external stakeholders the Special Assistant plays a critical role in ensuring the Presidents time is used effectively and interactions with staff faculty students parents and the public are productive and professional.
This position is responsible for a broad range of administrative tasks that may span multiple functional areas. It requires a deep understanding of University policies procedures and strategic priorities as well as the ability to independently initiate and manage processes projects and information flow. The role involves frequent interaction with the Board of Regents senior leadership public officials media students and parents.
Key responsibilities include managing the Presidents schedule coordinating meeting preparation and follow-up organizing travel and maintaining confidentiality in all matters. Support may extend across the Presidents span of control within the University and assigned leadership teams or departments.
Essential Duties:
- Serves as the primary point of contact for the President managing all incoming communications and ensuring timely appropriate responses
- Drafts and edits correspondence reports presentations talking points and other materials for internal and external audiences
- Coordinate communication with the Board of Regents senior leadership public officials media and campus stakeholders
- Maintain confidentiality and exercise sound judgment when handling sensitive information
- Manage the Presidents calendar ensuring alignment with institutional priorities
- Schedule and coordinate meetings events and engagements including preparation of agendas and briefing materials
- Organize complex travel arrangements including detailed itineraries and logistics
- Communicate schedule changes and updates to all relevant stakeholders
- Prepare materials for meetings including agendas background documents and notes
- Track action items and ensure timely follow-up
- Support the planning and execution of events board meetings and strategic initiatives involving the President
- Provide executive-level administrative support including document management expense reporting and records maintenance
- Oversee daily operations and front office staff within the Office of the President
- Maintain efficient workflows and improve administrative processes as needed
- Support the coordination and execution of special projects and institutional initiatives
- Conduct research gather data and prepare summaries and reports for executive decision-making
- Collaborate with departments across the University to compile information and develop materials for meetings and presentations
- Performs other duties as assigned
Required Attachments
Documents required for this position are listed under the Required Attachments section of this job listing. You will be required to upload and attach these documents in the application process.
Required Education: Bachelors degree in Business Administration Management Communications or related field AND
- 5 years as an Executive Assistant C-Suite administrative support experience or related administrative role
Department Preferences:
- Proficient in the use of AI
- Masters degree in related field
Skills:
- Ability to prepare clear and effective presentation materials for meetings
- Familiarity with executive office administrative procedures including calendar management and travel coordination
- Ability to work independently and collaboratively as part of a team
- Maintain professionalism when interacting with university staff faculty vendors parents students and external partners
- Adaptable to competing demands while providing exceptional customer service and timely responses
- Quickly learn and apply knowledge of university operations policies and procedures
- Support the Presidents schedule and activities related to communications meetings conferences and travel
- Excellent verbal and written communication skills
- Strong time management skills with a proven ability to meet deadlines
- Strong analytical and problem-solving abilities
- Ability to perform well in a fast-paced sometimes stressful environment
- Proficient in Microsoft Office Suite (Outlook Word Excel PowerPoint) or related software
- Ability to anticipate needs and proactively manage the Presidents schedule and priorities
Working Conditions:
- Primarily office-based work in a professional environment
- Prolonged periods of sitting at a desk and working on a computer
- Must be able to lift up to 10 pounds at times
- Work is generally of a critical or confidential nature
- Frequent exposure to pressure caused by deadlines and busy periods
- Requires contact with other departments and university officials
- Position requires a willingness to work extended hours or have schedule flexibility to support internal/external meetings Presidents workloads peak hours etc.
- Occasional travel may be required to support the Presidents activities events and visits to other campus or external sites.
Special Instructions: If you are selected as a final candidate for this position you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy visit If you are selected as a final candidate for this position you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy visithttps:// You Belong at the University of Oklahoma: The University of Oklahoma values our communitys unique talents perspectives and experiences. At OU we aspire to harness our 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 (consistent with applicable law) 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.
Required Experience:
Chief
Employment Type
Full-Time
