Administrative Assistant

Join to apply for the Administrative Assistant role at Oklahoma State University
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Work Location:

Hamm Institute for American Energy, 300 NE 9th Street, Oklahoma City, OK
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Work Schedule:

Normal working hours are M-F, 8:00 am – 5:00 pm. Work outside normal hours is sometimes required due to special projects and deadlines.
Appointment Length:
Regular Continuous/Until Further Notice.
Hiring Range: $14.00 - $20.00 per hour.
Special Instructions to Applicants:
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: coordinate and maintain complex calendars, schedule appointments, meetings (virtual and in person), and travel arrangements.
• Communication management: screen calls, manage correspondence, draft communications, and act as a liaison between industry partners and high-level stakeholders.
• Meeting and event planning: arrange logistics for meetings, conferences, and special events, including venue selection, catering, and material preparation.
• Document preparation and management: create presentations, reports, and other documents; maintain and organize files and records.
• Problem‑solving and decision‑making: use strong problem‑solving skills and good judgment to address issues and make decisions on behalf of the Institute.
• Confidentiality and discretion: handle sensitive information with discretion and maintain confidentiality.

• High School/GED (degree must be conferred on or before the 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 required experience).
• Highly motivated self‑starter with excellent organizational, communication, and interpersonal skills.
• 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 degree.
• Ten years of relevant, professional experience.
• Ability to thrive in a fast‑moving environment that values agility and responsiveness and excels at balancing competing priorities and delivering high‑quality work on tight timelines.