Executive Administrative Assistant

# EXECUTIVE ADMINISTRATIVE ASSISTANT

## Oklahoma Wildcats Academy

*Orchestrating Excellence and Supporting Purpose-Driven Leadership*

### POSITION OVERVIEW

Oklahoma Wildcats Academy (OWA) seeks an exceptional Executive Administrative Assistant to provide comprehensive support to the Chief Executive Officer and Chief Operating Officer while overseeing all front office operations. This pivotal role serves as the organizational nexus—connecting leadership vision with operational execution, managing critical communication flows, and creating systems that enable purpose-driven leadership to flourish.

As Executive Administrative Assistant, you will be the essential force that transforms leadership priorities into organizational action while creating a front office environment that exemplifies OWA's values and mission. You'll leverage advanced organizational skills, interpersonal excellence, and systems thinking to establish administrative infrastructure that supports OWA's growth toward becoming a fully accredited university while maintaining the personal touch that reflects our commitment to purpose-driven education.

### THE OWA DIFFERENCE

Oklahoma Wildcats Academy provides a transformative post-graduate program for college freshmen, offering athletic development, entrepreneurship education, and academic advancement without starting the NCAA eligibility clock. Through our partnership with Voice Up, we've created an educational environment where every role—including administrative support—serves as a pathway to purpose fulfillment.

As we advance toward becoming a fully accredited Division I independent university, we're establishing new standards for organizational excellence where administrative systems reflect our commitment to purpose-driven education. The Executive Administrative Assistant plays a crucial role in this vision, ensuring that leadership effectiveness, front office operations, and visitor experiences all reflect and reinforce our core mission.

### CORE RESPONSIBILITIES

Executive Support Excellence

- Provide comprehensive administrative support to the CEO and COO including calendar management, travel arrangements, and correspondence

- Prepare meeting materials, presentations, and reports for executive leadership

- Prioritize and manage competing demands on executive time and attention

- Coordinate complex scheduling across multiple stakeholders and time zones

- Handle confidential information with appropriate discretion and sensitivity

- Anticipate leadership needs and proactively develop solutions

- Serve as a trusted thought partner in administrative decision-making

Front Office Leadership

- Oversee all front office operations including reception, visitor experience, and administrative functions

- Supervise front desk staff, student workers, and administrative support personnel

- Establish systems and protocols for professional, welcoming front office environment

- Create training programs that ensure consistent service excellence

- Develop office policies and procedures that reflect organizational values

- Implement quality control measures for all front office functions

- Serve as primary point of contact for high-profile visitors and partners

Communication Hub Management

- Manage complex information flows between executive leadership and various stakeholders

- Screen and prioritize incoming communication for appropriate routing and response

- Draft correspondence, reports, and presentations on behalf of executive leadership

- Ensure timely follow-up on action items from meetings and communications

- Coordinate internal communication regarding executive decisions and priorities

- Maintain executive filing systems for efficient information retrieval

- Create systems for tracking commitments and deadlines across the organization

Meeting and Event Coordination

- Organize and coordinate complex executive meetings, retreats, and special events

- Prepare comprehensive meeting materials including agendas, presentations, and handouts

- Take detailed minutes and ensure appropriate follow-up on action items

- Coordinate logistics for board meetings, leadership retreats, and strategic planning sessions

- Manage executive participation in external events and speaking engagements

- Ensure seamless execution of high-profile institutional events

- Create efficient systems for recurring meeting preparation and documentation

Operational Systems Development

- Design and implement administrative systems that enhance organizational effectiveness

- Create documentation of operational procedures for front office and executive support

- Develop innovative solutions to administrative challenges

- Implement technology tools that enhance executive and administrative efficiency

- Establish metrics for measuring administrative effectiveness

- Create sustainable knowledge management systems for institutional continuity

- Develop resource-efficient approaches to administrative support

Institutional Representation

- Serve as an ambassador for OWA's mission and values in all interactions

- Create positive first impressions for visitors and potential partners

- Communicate organizational vision and priorities to internal and external stakeholders

- Manage relationships with service providers and vendors for administrative functions

- Represent executive leadership when appropriate in meetings and communications

- Facilitate connections between various stakeholders and appropriate institutional resources

- Ensure that front office environment reflects OWA's distinctive culture and values

### PROFESSIONAL APPROACH

The ideal candidate will embody and advance the following principles:

Exceptional Judgment

- Exercise discretion with sensitive information and complex situations

- Make sound decisions regarding executive priorities and time allocation

- Navigate competing demands with wisdom and appropriate consultation

- Determine appropriate escalation paths for various organizational issues

- Represent executive perspective accurately in communications and decisions

- Anticipate potential challenges and develop proactive solutions

- Maintain appropriate boundaries between various stakeholders

Proactive Solution Focus

- Identify potential administrative challenges before they arise

- Develop systems that prevent recurring problems

- Take initiative in resolving issues without unnecessary escalation

- Create innovative approaches to administrative effectiveness

- Continuously improve processes for greater efficiency and impact

- Anticipate leadership needs before they are articulated

- Transform obstacles into opportunities for organizational improvement

Communication Excellence

- Demonstrate exceptional written and verbal communication skills

- Adapt communication style to diverse audiences and purposes

- Translate complex ideas into clear, actionable messages

- Listen actively to understand underlying needs and concerns

- Communicate with appropriate tone and professionalism in all contexts

- Manage information flow to ensure recipients receive what they need when they need it

- Create documentation that enables effective action and decision-making

Meticulous Organization

- Maintain impeccable systems for tracking multiple priorities and deadlines

- Create efficient filing and information retrieval systems

- Develop processes that ensure nothing falls through the cracks

- Manage complex calendars with attention to appropriate time allocation

- Prepare thoroughly for all meetings and events

- Establish systems that enable quick adaptation to changing priorities

- Maintain organizational memory through effective documentation

Relational Excellence

- Create welcoming, professional environment for all stakeholders

- Build trust through reliability, integrity, and appropriate confidentiality

- Navigate complex interpersonal dynamics with wisdom and discretion

- Develop positive relationships across all organizational levels

- Demonstrate cultural competence in diverse community

- Manage difficult conversations with grace and effectiveness

- Create conditions where others feel valued and respected

### QUALIFICATIONS

Required

- Bachelor's degree in business administration, communications, or related field

- 5+ years of progressive administrative experience

- 3+ years providing direct support to executive leadership

- Demonstrated excellence in written and verbal communication

- Strong proficiency with Microsoft Office suite and digital collaboration tools

- Experience supervising administrative support staff

- Evidence of developing and implementing administrative systems

- Exceptional attention to detail and organizational skills

Preferred

- Experience in educational or athletic organizations

- Background supporting multiple executives simultaneously

- Understanding of higher education administration

- Experience with event planning and execution

- Familiarity with board relations and governance support

- Advanced proficiency with project management tools

- Experience with customer service leadership

- Background in office management or operations

### APPOINTMENT DETAILS

- **Status:** Full-time, 12-month appointment

- **Location:** On-campus at OWA with limited remote flexibility

- **Housing:** On-campus housing available if desired as part of compensation package

- **Compensation:**

- $22,000 to $27,000 annual base salary

- Housing and meals available if desired (valued at $15,000-$20,000)

- Performance bonuses based on organizational effectiveness measures

- Professional development allowance ($2,000 annually)

- Family tuition benefits

- **Benefits Package (50% employer/50% employee cost-sharing):**

- Comprehensive health insurance (medical, dental, vision)

- Short-term and long-term disability coverage

- Life insurance (1x annual salary)

- Retirement plan with 5% employer matching after six-month probationary period

- Mental health and wellness services

- Prescription drug coverage

- Flexible spending account options

- Paid parental leave (4 weeks)

- Supplemental insurance options (accident, critical illness, etc.)

- 24/7 telehealth services

- Employee assistance program

- **Additional Benefits (Fully Covered by OWA):**

- Professional liability insurance

- Workers' compensation

- Unemployment insurance

- On-site fitness facility access

- Staff development opportunities

- Professional association memberships

- **Work Schedule:** Standard business hours with occasional evening or weekend support for special events

### PROFESSIONAL GROWTH OPPORTUNITY

As the Executive Administrative Assistant for OWA, you will have unique opportunities to:

- Help build the administrative infrastructure of a growing educational institution

- Develop innovative systems for executive support and front office operations

- Work closely with visionary leadership in a purpose-driven organization

- Create standards of excellence that shape organizational culture

- Build relationships with diverse stakeholders across athletics and education

- Participate in the transformation of post-graduate education

- Advance professionally as the organization grows toward university status

### APPLICATION PROCESS

Submit the following to :

1. Cover letter addressing:

- Your administrative philosophy and approach to executive support

- Your experience developing front office and administrative systems

- Your approach to balancing competing priorities and demands

- Your interest in supporting a purpose-driven educational organization

2. Resume/CV detailing relevant administrative experience and accomplishments

3. Three professional references with contact information

4. Samples of professional communication (redacted as appropriate for confidentiality) such as correspondence, meeting materials, or documentation of administrative systems (optional but encouraged)

**Application Deadline:** Rolling review until position is filled

---

*Oklahoma Wildcats Academy is pioneering a new model of higher education through athletic excellence, entrepreneurial mindset, and purpose discovery. Through our innovative "ghost year" program, we're helping college freshmen connect to their purpose and prepare for success at their next institution and throughout life.*

*Oklahoma Wildcats Academy is an Equal Opportunity Employer committed to building a diverse staff that reflects our community. We strongly encourage applications from underrepresented groups in administrative leadership.*