Executive Assistant Academic Deans - Oklahoma Baptist University

Purpose

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 calendar management, reserving spaces, assisting in travel arrangements and academic administration processes. This assistant frequently engages faculty, staff, students, prospective students and provides a welcoming presence to the Academic Administration office. The Executive Assistant will also assist academic support staff in related divisions and schools as needed.

• Serve as a point of contact for the Academic Deans, representing them and creating a welcoming environment for guests.
• Facilitate clear communication between academic leadership and faculty, staff, students and external visitors and callers.
• Promote a positive image of the University and stay informed about University programs and initiatives.
• Manage correspondence, answer phone calls, take messages and draft emails on behalf of the Academic Deans while maintaining confidentiality and professionalism.

• Maintain the calendar for Academic Deans, scheduling appointments and assisting in prioritizing commitments.
• Create Zoom and Teams links for virtual meetings.
• Assist with scheduling and implementation of academic events for Academic leadership.

• Reserve rooms and spaces for meetings and events.
• Assist in planning, coordination, and oversight of academic and university events and special projects as assigned.
• Coordinate with Community Experiences and AV/technology needs and arrange for catering through Chartwells or off-site vendors as needed.

• Register Academic Deans for conferences and maintain records of memberships.
• Manage travel arrangements and process travel expenses using Center Card.
• Assist in Academic Administration office flow; order office supplies and equipment, maintain office and building needs.
• Assume multiple roles when assigned or when office staff or Administrative Assistants are unavailable or positions are vacant.
• Perform additional responsibilities as assigned by Academic leadership.

• Exceptional communication skills: ability to communicate clearly and professionally, both verbally and in writing.
• Team management: assist in oversight of front desk coverage, ensuring consistent phone and in-person coverage.
• Organizational excellence: strong ability to manage multiple calendars, prioritize tasks, and coordinate complex schedules and events; follow-through on tasks and close the loop as needed.
• Technological proficiency: proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); adept at design tools (Adobe Express, Canva); skilled in Zoom, Microsoft Teams, and other virtual meeting platforms; comfortable with SharePoint, document management systems, and cloud-based collaboration tools.
• Event planning and coordination: experience organizing meetings, academic events, and conferences, including logistics, catering, and AV coordination.
• Attention to detail: high level of accuracy in preparing documents, managing records, and handling confidential information.
• Budget and expense management: familiarity with budget tracking, expense reporting, and procurement processes.
• Professionalism and discretion: maintain confidentiality and exercise sound judgment in sensitive situations; high standards of conduct, appearance, and attitude.
• Interpersonal skills: build positive relationships with faculty, staff, students, and external stakeholders; knowledge of guest experience satisfaction.
• Problem-solving abilities: proactive in identifying issues and implementing effective solutions.
• Adaptability and initiative: work in a dynamic environment and take initiative without constant supervision.
• Supervisory and training experience: mentor and support administrative staff, fostering a collaborative and growth-oriented team culture.
• Familiarity with higher education environment: understanding of academic structures, governance, and university operations.

Required:

Associate’s degree or high school diploma with two years of relevant experience may substitute for degree requirement. Preferred:
Bachelor’s degree.

Required:

Office administrative experience (2 years). Bachelor’s degree in a related field may substitute for work experience.

Preferred:
Office administration experience in an academic setting.

• Must be a member of a local evangelical Christian church.

Full-time employees receive health and dental coverage, supplemental benefits, paid time off, retirement savings match, and various peri-employee perks such as recreation center membership, parking privileges, and cafeteria discounts.