Executive Assistant Academic Deans - Oklahoma Baptist University

Executive Assistant for Academic Deans - Oklahoma Baptist University OBU Mission Statement

OBU transforms lives by equipping students to pursue academic excellence, integrate faith with all areas of knowledge, engage a diverse world, and live worthy of the high calling of God in Christ.

Oklahoma Baptist University achieves its mission through a shared commitment to the following expectations. All employees must embrace these expectations and model them in their behavior.

• Demonstrate commitment to the essentials of the Christian faith.
• Commit to the mission and vision of Oklahoma Baptist University.
• Treat people with dignity and respect.
• Build relationships on honesty, integrity, and trust.
• Strive for excellence through teamwork, leadership, and a strong work ethic.
• Manage human and financial resources wisely and efficiently.

The Executive Assistant will provide support to the Dean of Traditional Undergraduate Education, Dean of Online, Non-Traditional and Graduate Education and Associate Dean of Faculty Development. Support will include but is not limited to calendar management, reserving spaces for upcoming meetings and events, assisting in travel arrangements and academic administration processes. This assistant frequently engages faculty, staff, students and prospective students and provides a welcoming presence to the Academic Administration office.

The Executive Assistant will also assist academic support staff in their related divisions and schools as needed.

• Serves as a point of contact for the Academic Deans, representing them and creating a welcoming environment for guests.
• Facilitates clear communication between academic leadership and faculty, staff and students as well as external visitors and callers.
• Promotes a positive image of the University and stays informed about University programs and initiatives.
• Manages correspondence, answers phone calls, takes messages and drafts emails on behalf of the Academic Deans while maintaining confidentiality and professionalism.

• Maintains the calendar for Academic Deans, scheduling appointments and assists in prioritizing commitments.
• Creates Zoom and Teams links for virtual meetings.
• Assists with scheduling and implementation of academic events for Academic leadership.

• Reserves rooms and spaces for meetings and events.
• Assists in the planning, coordination, and oversight of academic and university events and special projects as assigned.
• Coordinates with Community Experiences and AV/technology needs and arranges for catering either through Chartwells or off‑site vendors as needed.

• Registers Academic Deans for conferences and maintains records of memberships.
• Manages travel arrangements and processes travel expenses using Center Card.
• Assists in Academic Administration office flow. Ordering office supplies and equipment, maintaining office and building needs.
• Able to assume multiple roles when assigned.
• Performs additional responsibilities as assigned by Academic leadership.
• Able to assume multiple roles when Academic office staff or Administrative Assistants are unavailable or positions are vacant.

• Exceptional Communication
  
  Skills:
  
  Ability to communicate clearly and professionally, both verbally and in writing.
• Team Management:
  Able to assist in the oversight of front desk coverage as needed, ensuring consistent phone and in person coverage.
• Organizational Excellence:
  Strong ability to manage multiple calendars, prioritize tasks, and coordinate complex schedules and events. Skilled at following through on tasks and closing the loop as needed.
• Technological Proficiency:
  Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Adept at design tools (Adobe Express, Canva). Skilled in using Zoom, Microsoft Teams, and other virtual meeting platforms. Comfortable with SharePoint, document management systems, and cloud-based collaboration tools.
• Event Planning and Coordination:
  Experience in organizing meetings, academic events, and conferences, including logistics, catering,…