Executive Affairs Coordinator

Pursue a career at the OK State Regents for Higher Education

This position provides high-level administrative and organizational support to the Vice Chancellor for Administration, the Chancellor, and members of the Oklahoma State Regents for Higher Education and coordinates executive office activities, meetings, programs, events, and related administrative functions.

Responsibilities and Duties

· Provide high-level administrative support to the Chancellor and Vice Chancellor for Administration, including scheduling, meeting preparation, correspondence, document preparation, records management, and follow-up on assignments and deadlines.

· Serve as a primary administrative point of contact for State Regents and coordinate their schedules, meetings, travel, reimbursements, correspondence, materials, and other logistical needs.

· Assist the Vice Chancellor for Administration in coordinating preparation of agendas for regular, special, and committee meetings of the State Regents, including filing meeting notices, tracking submissions and deadlines, organizing and reviewing materials, coordinating revisions, compiling and distributing final agenda materials, and maintaining related records.

· Coordinate logistical arrangements for State Regents meetings, including facilities, lodging, transportation, catering, technology, and related communications.

· Assist with maintaining official State Regents records, including meeting minutes, resolutions, and related documentation.

· Coordinate administrative materials and arrangements for incoming State Regents, including orientation materials, photographs, nameplates, academic regalia, and other related needs.

· Prepare agendas and materials for senior leadership meetings and other meetings coordinated through the Chancellor’s Office, as requested by the Vice Chancellor for Administration.

· Serve as the primary staff coordinator for scholarship programs managed through the Chancellor’s Office, including managing annual timelines; distributing application and nomination materials; communicating requirements and deadlines; coordinating submissions, reviews, selections, award notifications, and payments; serving as the primary contact for institutions, applicants, recipients, judges, and program partners; and maintaining complete program records.

· Assist the Vice Chancellor for Administration with the Regents Education Program by serving as the primary staff coordinator for tracking continuing education completed by State Regents and other governing board members across the state; maintaining compliance records; communicating requirements, deadlines, and completion status; collecting and verifying documentation; preparing reports; and coordinating registration, materials, logistics, and recordkeeping for program events.

· Coordinate Chancellor’s Office events and activities, including retreats, Council of Presidents events, and other meetings or conferences as requested.

· Serve as backup to the Chancellor’s scheduler.

· Perform other similar duties as assigned by the Chancellor or Vice Chancellor for Administration.

Minimum Qualifications

Bachelor’s degree and at least five years of progressively responsible experience providing executive, administrative, board, program, or organizational support. Equivalent combinations of education and relevant experience may be considered. Must demonstrate initiative, sound judgment, discretion, strong organizational skills, and the ability to anticipate needs, manage competing priorities, work independently, and ensure timely and accurate follow-through. Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams, and the ability to learn and effectively use agency systems for scheduling, document management, records tracking, virtual meetings, and related administrative functions.

Preferred Qualifications

Master’s degree. Experience providing high-level support to senior leadership and independently coordinating complex administrative processes, projects, programs, or events is preferred. Experience working with governing boards, executive offices, educational programs, or…