Administrative Assistant

Administrative Assistant

Job no: 493096
Work type: Staff Full-time
Location: Oklahoma City
Categories: Administrative Support

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

Hamm Institute for American Energy | Oklahoma State University

Work Schedule

Normal working hours are M-F, 8:00am - 5:00pm. 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.

About this Position

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.

Major Job Responsibilities (detailed essential functions of the position):

• 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.

Required Qualifications

• 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

Preferred Qualifications

• 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.

Advertised: 27 Oct 2025 Central Daylight Time
Applications close:

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