Executive Administrative Assistant jobs in United States
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Oklahoma State University · 2 days ago

Executive Administrative Assistant

positionStillwater, OK
timeFull-time
remoteOnsite
seniorityMid, Senior Level
money$20/hr - $25.50/hr
date5+ years exp

Oklahoma State University is seeking an Executive Administrative Assistant for the Office of University Research Compliance. This role provides essential administrative support to the Assistant Vice President for Research Compliance and ensures the smooth operation of the office through scheduling, document management, and communication with various stakeholders.

EducationSocial ImpactUniversities
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Culture & Values
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H1B Sponsor Likelynote

Responsibilities

Provides administrative support to the Assistant Vice President for Research Compliance and other office personnel
Support and manage the day-to-day operation of the Assistant Vice President for Research Compliance, including his/her daily schedule
Secures appointments and schedule meetings with the University administration, faculty, staff, students, etc. on behalf of the Assistant Vice President for Research
Ensures administrative actions are completed appropriately and timely within the division of University Research Compliance
Secure Assistant Vice President for Research signature for all needed documents and ensures delivery to necessary recipients
Provide hospitality measures within the URC office including guest relations
Copying/scanning/shredding of requested documents for Assistant Vice President for Research Compliance
Serve as primary contact with other administrative offices, college research offices, and external constituencies in regards to administrators' calendars
Maintaining the facility and vehicles for cleanliness and organization
Schedule service calls, car maintenance, and maintain adequate supply of office materials, business cards, signs and identification, equipment, refreshments for meetings, etc
Maintain a university purchasing card for small order purchases
Assist URC staff with travel arrangements and reimbursements for all travel
Maintain departmental records to include, but not limited to, emergency calling lists, departmental contact info, and division contact information
Provide administrative support to a central administrative unit, to include complex calendar scheduling, scheduling meetings, managing
Coordinate details of selected meetings for the office
Maintain a high level of confidentiality and professionalism
Assist with and organize activities and special projects as assigned
Assist compliance committees with meeting scheduling, drafting letters, safe record keeping, scanning documents, taking minutes of meeting, or recording meetings, disseminate training documentation

Qualification

Microsoft Office applicationsCalendar managementWritten communicationVerbal communicationOrganization skillsProfessionalismResourcefulnessConfidentialityInitiativeFlexibility

Required

High School/GED (degree must be conferred on or before agreed upon start date)
Five years experience
Independent and trustworthy person with the ability to handle confidential and sensitive information
Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads
Excellent written and verbal communication skills
Proficient experience in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook
Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through
Proven ability to work independently
Strong organization and prioritization skills
Demonstrated ability to meet project deadlines
Ability to anticipate needs, resourcefulness and responsiveness are essential

Preferred

Bachelor's

Company

Oklahoma State University

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Oklahoma State University is a modern land-grant university that prepares students for success. OSU is America’s Brightest Orange.
dateFounded in 1890
location
Stillwater, Oklahoma, USA
people-size1001-5000 employees
web-link
https://go.okstate.edu/

H1B Sponsorship

Oklahoma State University has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (73)
2024 (63)
2023 (83)
2022 (68)
2021 (60)
2020 (70)

Funding

Current Stage
Late Stage
Total Funding
$261.63M
Key Investors
State of OklahomaU.S. Department of AgricultureU.S. Environmental Protection Agency
2025-05-29Grant· $250M
2024-12-10Grant· $0.09M
2024-07-17Grant· $10M

Leadership Team

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Don Kyle
CEO, National Center for Wellness and Recovery, Oklahoma State University
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Roger Reid
CEO
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Recent News

The Journal Record
OKC Thunder, Google launch AI programs for students and workforce
2025-11-11
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OSU partners on $6M project to turn livestock waste into energy, water
2025-11-08
The Journal Record
Stillwater researchers see positive results against ‘nightmare’ bacteria
2025-11-01
Company data provided by crunchbase