Executive Assistant

VISION: Transform the university through the power of generosity.

MISSION: Unite donor passions with university priorities to elevate the impact of Oklahoma State University.

DEPARTMENT PURPOSE: The Advancement Operations team focuses on streamlining effective communication, operationalizing organizational strategy, and providing support to senior leadership at Oklahoma State University Foundation.

PRIMARY PURPOSE: The Executive Assistant provides proactive, collaborative and comprehensive support for the Vice President and General Counsel, Vice President and Chief Financial Officer, Sr. Associate Vice President of Information Strategy while serving as a member of the Development Operations team.

KEY AREAS OF FOCUS:

Provide proactive strategic support for the executive leaders of legal, administration and information strategy departments in day-to-day activities-

Proactively manage calendars for each of the executive leaders, looking ahead for conflicts and adjustments. Maintains strategic insight on meeting value and collaborates with Sr. Director of Advancement Operations to ensure alignment of time for all leaders.

Provide service to supported staff with drafting, proofing, editing, formatting, and finalizing correspondence, presentations, and meeting materials to internal and external stakeholders according to foundation standards. Document correspondence within electronic databases.

Manages monthly budget expenses, invoice processing, reimbursements, expenditures and travel authorizations and accommodations for supported staff.

Responsible for administrative tasks supporting relevant teams including but not limited to tracking progress of gift agreements, scanning and filing documents, preparing mailings, preparing documents for hand signature, preparing ABLE tracking requests, obtaining information from various internal and external sources, providing Accounting with contract supporting documentation, coordinating the transfer of documents between OSUF legal and outside counsel, coordinating signatures for litigation holds and releases

Responsible for administrative tasks supporting VP and CFO including budget and cash flow reconciliations, email and task management, and event coordination.

Manage high level leadership agendas with direction of executive leaders ensuring timely distribution of materials, project follow up and action items-

Serve as a liaison with high-level donors, campus executives, and other foundation staff in answering questions, making appointments and executing follow up tasks as assigned.

Interact with internal and external stakeholders with the highest level of integrity regarding mission-critical, confidential information.

Meet regularly and attend relevant team meetings per direction from executive leader and Sr. Director of Advancement Operations on agenda alignment and proactive management of follow up items and outstanding needs

Collaborate with Advancement Operations team to ensure seamless communication and coverage of support at the highest level of the organization-

Partner with advancement operations team members to align on activities of the executive team and ensure communication cascade to appropriate levels of the organization

Support advancement operations team members as needed outside of assigned duties including but not limited to needs of the Executive Leadership Team and Organizational Management Team.

JOB COMPETENCIES AND EXPERIENCE:

Education & Certifications-

High school graduation is required; bachelor’s degree preferred

Experience:

Full-time OSU Foundation administrative work, or five years’ experience supporting a senior executive(s) within a comparable organization.

Experience with databases and spreadsheets are required, as is skill with word processing software; systems used within the Foundation include the MS Office suite (especially Word and Excel); in addition, the Foundation uses Salesforce ascend software for alumni and donor records and Blackbaud’s FENXT for financial statements.

Experience in completing detailed work, meeting tight deadlines, solving problems and managing concurrent tasks in a complex environment with multiple executives is essential.

Sense of humor and experience having fun!

Organizational Competencies:

Effective Communication: Communicates well (written and verbal); exhibits exceptional listening skills, and is transparent through open dialog and informational sharing; seeks first to understand and assumes positive intent; deals with others in a straightforward and honest manner while conveying both good and bad news; avoids “telling themselves a story” and works to deploy crucial conversation communication techniques; shows the highest level of understanding, courtesy, tact, empathy and concern with all interactions

Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in taking on more responsibilities and contributing to overall goals; proactively contributes to problem solving and pursues continuous improvement efforts at all times; takes responsibility to ensure that quality and timeliness of deliverables meets organizational and donor expectations; ensures work is accurate; delivers upon commitments while demonstrating integrity, stewardship of resources and service to OSU

Teamwork/Interpersonal Skills: Builds and maintains strong internal working relationships that promote open and honest communication; cares for others personally and professionally; values diversity and treats all individuals with respect and professionalism; demonstrates an open mind-set when presented with opportunities to learn about different culture, approaches or opinions; supports team efforts and makes the Foundation a more enjoyable place to work

Problem Solving/Judgment: Seeks guidance and expert opinions in decision-making and planning process; gains understanding of how to apply approved policies and procedures; when and why escalation of issues is needed and to whom; responds appropriately and timely to issues; accepts responsibility for actions

Adaptability/Flexibility: Committed to continuous improvement; adapts to change, is open to new ideas; takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs; shows ability to listen actively to different perspectives and consider alternate views based on new information; demonstrates self-control and remains productive during times of uncertainty

Courage & Conviction: Proactively takes responsibility for individual outcomes regardless of success, and learns from all results; demonstrates dedication to the principles of truth and honesty, even when the message may not be welcome; maintains confidentiality; supports company values, walks the talk; behaviors and actions are consistent with statements, values and beliefs; practices ethical decision making; has courage to try something new when encouraged by others; shows accountability and credibility by following through on commitments; receives constructive feedback from others and looks for continually improve

Donor Centered: Follows through with appropriate actions and/or information to meet the requests of donors; actively shares contacts and relationships with those who may have common goals or needs; embraces development and stewardship strategies that build relationships and respect the donors' interests, while balancing university priorities; solidifies personal relationships with mutual trust and fulfillment on commitments

PHYSICAL REQUIREMENTS: Must use a computer terminal and view a computer screen for extended periods of time. Must talk in person or by phone (frequently and sometimes for extended periods) to people on campus and across the country. Must constantly use visual acuity to check printed and designed materials of various types. Must be able to navigate within the OSU Foundation. Typical office working conditions.