Administrative Assistant

Work Location:

Hamm Institute for American Energy, 300 NE 9th Street, Oklahoma City, OK.

Hamm Institute for American Energy | Oklahoma State University

Normal working hours are M-F, 8:00am – 5:00pm. Work outside normal hours is sometimes required due to special projects and deadlines.

Regular Continuous/Until Further Notice

$14.00 - $20.00 per hour

Applicants should include a resume, a cover letter, and the names, addresses (including e-mail addresses), and telephone numbers of three professional references. Applications must be submitted electronically and will be accepted until a successful candidate is selected.

Provides high-level administrative support to the Director, Assistant Director, and the Institute as a whole. Responsibilities include managing calendars, communications, and workflows to ensure efficient operations. Serves as a point of contact for internal and external stakeholders, requiring strong organizational, communication, and problem-solving skills. Duties include preparing agendas, presentations, reports, and correspondence; coordinating meetings and events; overseeing office operations; and assisting with special projects and initiatives as assigned.

• Calendar and Schedule Management: Coordinating and maintaining complex calendars, scheduling appointments, meetings (virtual and in person), and travel arrangements
• Communication Management: Screening calls, managing correspondence, drafting communications, and acting as a liaison between industry partners and various high-level stakeholders.
• Meeting and Event Planning: Arranging logistics for meetings, conferences, and special events, including venue selection, catering, and material preparation.
• Document Preparation and Management: Creating presentations, reports, and other documents for internal and external use, as well as maintaining and organizing files and records.
• Problem-Solving and Decision-Making: Utilizing strong problem‑solving skills and good judgment to address issues and make decisions on behalf of the Institute.
• Confidentiality and Discretion: Handling sensitive information with discretion and maintaining confidentiality.

• High School/GED (degree must be conferred on or before agreed upon start date)
  • Five years of administrative support experience working with director‑level positions or above in a dynamic and fast‑paced environment.
  • Post‑secondary education may substitute for years of required experience.
• Skills, Proficiencies, and/or Knowledge:
  • Highly motivated self‑starter with excellent organizational, communication, and interpersonal skills (strong skills in both oral and written communication)
  • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and related technologies
  • Ability to adapt to changing priorities with flexibility and professionalism
  • Strong initiative in supporting organizational productivity and effectiveness

• Bachelor's
• 10 years relevant, professional experience.
• Skills, Proficiencies, and/or Knowledge: The ideal candidate enjoys a fast‑moving environment that values agility and responsiveness and excels at balancing competing priorities and delivering high‑quality work on tight timelines.