Executive Assistant

OU Health is searching for an Executive Assistant to provide high-level administrative support for one or more top executives. As the primary point of contact for these senior executives, the successful candidate will facilitate streamlined daily operations and ensure the effective execution of strategic priorities within Oklahoma’s premier academic health system. This position requires a sophisticated blend of professional discretion, advanced project management, and the ability to represent the executive office to internal and external stakeholders with the highest degree of professionalism.

Provide essential administrative support to OU Health Executives (Vice President or above) ensuring streamlined daily operations.

• Maintains appointment schedule by planning and scheduling meetings and conference calls, anticipating the needs of the executive(s), and prioritizes appointments/meetings according to the topic and executive availability
• Handles sensitive/confidential information requiring high level of discretion and confidentiality.
• Acts as point of contact and welcomes guests by greeting them, answering, and/or directing inquiries.
• Prepares documents and outgoing communications as necessary.
• Completes, reviews, and processes expense reports, invoices, etc.
• Books travel arrangements, both domestic and international travel.
• Creates professional PowerPoint presentations and presentation materials from conceptual ideas
• Manages assigned projects to timely completion and prepares progress reports, as required
• Takes accurate minutes at assigned meetings, as requested
• Performs advanced administrative duties as required, such as memo preparation, scheduling, answering phone calls, etc.
• Reviews, distributes, and responds to correspondence.
• Performs a variety of other administrative tasks including reporting and tracking information.
• Interacts with executives at all levels, as needed, in a timely and professional manner.
• Understands when to elevate issues and barriers to ability to complete work assignments.
• Maintains established departmental policies, procedures, and objectives including regulatory records for license, reports, and notifications as necessary.
• Coordinates ordering and distribution of supplies and handles problems concerning material received
• Assists with other clerical functions when needed
• Performs other duties as assigned

3 – 5 years of Executive Administrative Assistant experience required.

N/A

• General knowledge of office procedures and equipment.
• Must have a basic knowledge of the principles of accounting with basic arithmetic skills of multiplication, division and percentages.
• Good general written communication skills to include spelling, grammar and punctuation.
• Will need advanced interpersonal skills for interaction with employees, clients and customers.
• General computer skills with some spreadsheet knowledge.
• Ability to maintain and handle confidential information appropriately.
• Typing/keyboarding skills sufficient to meet the requirements of the position.