University Human Resources Executive Assistant

University Human Resources Executive Assistant

This position is a full‑time (1.00 FTE), 12‑month professional faculty role in the University Human Resources department. The role is eligible for remote or hybrid work arrangements and is located within the UHR office.

Position Summary

The Executive Assistant to the Vice Provost and Chief Human Resources Officer supports a highly confidential and complex environment by managing the CHRO’s calendar, meeting logistics, travel, and office operations. The role facilitates communication, drives project management, and provides strategic administrative support to enable the CHRO to meet UHR priorities.

50% – Confidential Administrative Support to CHRO

• Preventatively identify challenges and opportunities, maintaining a wide network.
• Collaborate with the UHR Senior Leadership Team to mitigate crises and advise the CHRO.
• Organize and maintain a complex calendar, proactively managing requests.
• Provide executive administrative support, schedule committee meetings, and coordinate senior leadership meetings.
• Arrange meeting logistics, assemble and distribute materials, and ensure the CHRO is prepared.
• Draft agendas and distribute meeting materials.
• Filter information flow to the CHRO, controlling requests and interactions.
• Identify critical issues and act as a liaison to stakeholders.
• Maintain relationships and collaborate with all university constituencies.
• Support onboarding for new employees, coordinating system access and procurement cards.
• Manage travel arrangements, expense reimbursements, and invoice processing.
• Track and monitor office expenses, identifying cost‑saving opportunities.
• Assist in developing and enforcing office policies and procedures.
• Maintain strict confidentiality of all communications relating to sensitive personnel and financial matters.
• Manage signature authority, delegation letters, and document routing.
• Leverage AI tools to streamline workflows.

30% – Project Development and Management

• Plan UHR events when requested.
• Coordinate projects and standing committees led by the CHRO, including timelines, agendas, and materials distribution.
• Create documents, tools, and templates as needed.
• Manage short- to long‑term projects, tracking progress until completion.
• Monitor deadlines, follow up on action items, and flag risks.
• Develop dashboards and reports for decision making.
• Assist in monitoring the department’s budget for fiscal accountability.

15% – Communication & Relationship Management

• Handle correspondence with partners and internal teams on behalf of the CHRO.
• Facilitate communication between departments and teams.
• Prioritize and screen incoming communications, ensuring timely responses.
• Draft and edit emails, letters, and correspondence in strong writing.
• Develop materials for internal and external communications.

5% – Other Duties

• Perform other duties as appropriate and needed within the scope of the position.

• Bachelor’s degree in business administration, human resources management, public administration, or related field; or 3–5 years of progressive experience in a similar executive‑support role.
• Prior experience supporting leaders at the executive level.
• Proficiency with MS Office and Adobe programs.
• Demonstrated abilities:
  • Handle highly sensitive and confidential material with discretion.
  • Communicate effectively in writing and orally.
  • Interface professionally with all university levels and external parties.
  • Plan and prioritize simultaneous projects with strict deadlines.
  • Respond flexibly to urgent or unexpected requests.

• Experience working in a university academic setting.
• Experience with budget and financial reporting.

This is a critical or security‑sensitive position. Candidates must successfully complete a criminal history check and comply with University Standard: 05‑010 et seq. Incumbents are required to self‑report convictions; those in youth programs may have additional checks every 24 months.

The position may require evening and weekend hours.

• Resume/CV
• Cover letter indicating how your qualifications and experience have prepared you for this position
• Names, e‑mail addresses, and telephone numbers for at least three professional references

OSU is an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

Starting salary within the salary range will be commensurate with skills, education, and experience.

This position may be performed remotely or in a hybrid arrangement.