Executive Support Specialist

Special Instructions

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc.
Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position.

Cover letters are optional for this position and will not be used for evaluating your qualifications.

Equivalent required experience is based on full-time equivalent (40 hours per week). If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact:
Heidi Clarke rke.

Department: V Pres Finance and Admin (QFA)

Title: Executive Support Specialist 1

Appointment Type: Classified Staff

Employment Category: Regular

Remote or Hybrid option: Yes

This recruitment will be used to fill two full‑time Executive Support Specialist 1 positions for the Vice President Finance and Administration department. The role reports to the Administrative Director and provides high level administrative support to Executive Director and Director‑level leadership within the Division of Finance and Administration (DFA). The incumbent must demonstrate exceptional interpersonal communication skills, professionalism, diplomacy, and sound judgment when interacting with university representatives, members of the public, and internal staff.

The position will primarily support a designated unit but may also provide backup support to other DFA units as operational or staffing needs arise.

• Maintain schedules for Executive Directors/Directors that report directly to senior line leaders.
• Act as a point of contact for the assigned unit’s Executive Directors/Directors assisting with scheduling needs.
• Maintain confidentiality in matters related to personnel and other sensitive negotiations, managing complex calendars; scheduling meetings and appointments, arranging travel, meetings, and special events.
• Provide backup coverage for Executive Assistants as determined by the Administrative Director.
• Provide support for meetings by drafting agendas, assisting in the development of presentation materials, recording minutes, and ensuring follow up on meeting action items.
• Attend unit meetings to serve as support staff.
• Serve as the front office communication link between the office, campus administrators, and external constituents.
• Conduct research and gather materials for office projects. Provide content and format a variety of office correspondence.
• Provide staff support in preparation of PowerPoint presentations, graphics, and charts.
• Assist with onboarding new employees for the unit leaders, including coordination of system access, key assignments, procurement cards, etc.

• Use various computer software programs to assist in work processing and presentation development; manage electronic and hard‑copy record‑keeping in accordance with OSU record retention policies.
• Process office fiscal transactions in accordance with OSU rules and regulations, including review of employee travel reimbursement requests.
• Maintain the unit website, making updates as needed and working with web services group for higher‑level changes.
• Oversee unit operations, including equipment maintenance and telecom and conferencing coordination.
• Schedule interviews, make travel arrangements, and assist unit search committees with procedural issues as requested.
• Assist in new employee set up and orientation arrangements and complete exit procedures for departing employees.
• Coordinate and maintain standard operation procedures, business rules, and other practices and policies that govern DFA operations.
• Maintain and manage printers, collaborative tools, resources, and filing systems.
• Arrange for office unit and equipment repairs or services.
• Handle campus and…