Position Title:

Executive Assistant (Level I, II, or III) - OU Health Executive Offices

Department:

Administration

Job Description:

Join our dynamic team at OU Health as an Executive Assistant! We are looking for a highly organized and proactive individual to support executive leadership. The ideal candidate will have excellent communication skills, attention to detail, and the ability to manage multiple tasks efficiently.

Position may be filled as level I, II, or III, depending on experience, education and/or certifications. Minimum qualifications for each level are listed below.

General Description: Provide foundational administrative support to OU Health Executives (Vice President or above) ensuring streamlined daily operations.

Essential Responsibilities:

• Maintains appointment schedule by planning and scheduling meetings and conference calls, anticipating the needs of the executive(s), and prioritizes appointments/meetings according to the topic and executive availability
• Handles sensitive/confidential information requiring high level of discretion and confidentiality.
• Welcomes guests by greeting them, answering, and/or directing inquiries.
• Prepares documents and outgoing communications as necessary.
• Completes, reviews, and processes expense reports, invoices, etc.
• Books travel arrangements, both domestic and international travel.
• Creates professional PowerPoint presentations and presentation materials from conceptual ideas
• Manages assigned projects to timely completion and prepares progress reports, as required
• Takes accurate minutes at assigned meetings, as requested
• Performs general administrative duties as required, such as memo preparation, scheduling, answering phone calls, etc.
• Reviews, distributes, and responds to correspondence.
• Performs a variety of other administrative tasks including reporting and tracking information.
• Interacts with executives at all levels, as needed, in a timely and professional manner.
• Understands when to escalate issues and barriers to ability to complete work assignments.
• Maintains established departmental policies, procedures, and objectives including regulatory records for license, reports, and notifications as necessary.
• Coordinates ordering and distribution of supplies and handles problems concerning material received
• Assists with other clerical functions when needed
• Performs other duties as assigned

Minimum Qualifications Executive Assistant I:

Education: Associate's degree required.

Experience: 0 – 3 years of Executive Administrative Assistant experience required.

License(s)/Certification(s)/Registration(s) Required: N/A

Minimum Qualifications Executive Assistant II:

Education: Bachelor’s degree required.

Experience: 3 – 5 years of Executive Administrative Assistant experience required.

License(s)/Certification(s)/Registration(s) Required: N/A

Minimum Qualifications Executive Assistant III:

Education: Bachelor’s degree required.

Experience: 5+ years of Executive Assistant experience required.

License(s)/Certification(s)/Registration(s) Required: N/A

Knowledge, Skills and Abilities:

• Basic knowledge of office procedures and equipment.
• Must have a basic knowledge of the principles of accounting with basic arithmetic skills of multiplication, division and percentages.
• Good basic written communication skills to include spelling, grammar and punctuation.
• Will need good interpersonal skills for interaction with employees, clients and customers.
• Basic computer skills with some spreadsheet knowledge.
• Ability to maintain and handle confidential information appropriately.
• Typing/keyboarding skills sufficient to meet the requirements of the position.

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OU Health is an equal opportunity employer. We offer a comprehensive benefits package, including PTO, 401(k), medical and dental plans, and many more. We know that a total benefits and compensation package, designed to meet your specific needs both inside and outside of the work environment, create peace of mind for you and your family.