Posted:
Wednesday, 27 August 2025
Valid Thru:
Friday, 26 September 2025
Index Requested on:
08/27/2025 14:57:56
Indexed on:
08/27/2025 14:57:56
Location: Norman, OK, 73019, US
Industry:
Education
Occupational Category:
11-0000.00 - Management
Type of Employment: FULL_TIME
University of Oklahoma is hiring!
Description:
The Special Assistant provides high-level administrative support to the President in a fast-paced and dynamic environment. This role requires exceptional organizational skills, discretion, and the ability to manage complex schedules, communications, and special projects with minimal supervision. Acting as a key liaison between the President’s Office and internal and external stakeholders, the Special Assistant plays a critical role in ensuring the President’s time is used effectively and interactions with staff, faculty, students, parents and the public are productive and professional.
This position is responsible for a broad range of administrative tasks that may span multiple functional areas. It requires a deep understanding of University policies, procedures, and strategic priorities, as well as the ability to independently initiate and manage processes, projects, and information flow. The role involves frequent interaction with the Board of Regents, senior leadership, public officials, media, students, and parents.
Key responsibilities include managing the President’s schedule, coordinating meeting preparation and follow-up, organizing travel, and maintaining confidentiality in all matters. Support may extend across the President’s span of control within the University and assigned leadership teams or departments.
Essential Duties:
Serves as the primary point of contact for the President, managing all incoming communications and ensuring timely, appropriate responses
Drafts and edits correspondence, reports, presentations, talking points, and other materials for internal and external audiences
Coordinate communication with the Board of Regents, senior leadership, public officials, media, and campus stakeholders
Maintain confidentiality and exercise sound judgment when handling sensitive information
Manage the President’s calendar, ensuring alignment with institutional priorities
Schedule and coordinate meetings, events, and engagements, including preparation of agendas and briefing materials
Organize complex travel arrangements, including detailed itineraries and logistics
Communicate schedule changes and updates to all relevant stakeholders
Prepare materials for meetings, including agendas, background documents, and notes
Track action items and ensure timely follow-up
Support the planning and execution of events, board meetings, and strategic initiatives involving the President
Provide executive-level administrative support, including document management, expense reporting, and records maintenance
Oversee daily operations and front office staff within the Office of the President
Maintain efficient workflows and improve administrative processes as needed
Support the coordination and execution of special projects and institutional initiatives
Conduct research, gather data, and prepare summaries and reports for executive decision-making
Collaborate with departments across the University to compile information and develop materials for meetings and presentations
Performs other duties as assigned
Responsibilities:
Please review the job description.
Educational requirements:
Desired Skills:
Required Education: Bachelor’s degree in Business Administration, Management, Communications or related field, AND
Department Preferences:
Skills:
Ability to prepare clear and effective presentation materials for meetings
Familiarity with executive office administrative procedures, including calendar management and travel coordination
Ability to work independently and collaboratively as part of a team
Maintain professionalism when interacting with university staff, faculty, vendors, parents, students, and external partners
Adaptable to competing demands while providing exceptional customer service and timely responses
Quickly learn and apply knowledge of university operations, policies, and procedures
Support the President’s schedule and activities related to communications, meetings, conferences, and travel
Excellent verbal and written communication skills
Strong time management skills with a proven ability to meet deadlines
Strong analytical and problem-solving abilities
Ability to perform well in a fast-paced, sometimes stressful environment
Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) or related software
Ability to anticipate needs and proactively manage the President’s schedule and priorities
Working Conditions:
Primarily office-based work in a professional environment
Prolonged periods of sitting at a desk and working on a computer
Must be able to lift up to 10 pounds at times
Work is generally of a critical or confidential nature
Frequent exposure to pressure caused by deadlines and busy periods
Requires contact with other departments and university officials
Position requires a willingness to work extended hours or have schedule flexibility to support internal/external meetings, President’s workloads, peak hours, etc.
Occasional travel may be required to support the President's activities, events, and visits to other campus or external sites.
Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit https: //hr.ou.edu/Policies-Handbooks/TB-Testing.
Why You Belong at the University of Oklahoma: The University of Oklahoma values our community's unique talents, perspectives, and experiences. At OU, we aspire to harness our innovation, creativity, and collaboration for the advancement of people everywhere. You Belong Here!
Equal Employment Opportunity Statement: The University, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, marital status, genetic information, gender identity/expression (consistent with applicable law), age (40 or older), religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admissions, employment, housing, financial aid, and educational services.
Benefits:
Please see the job description for benefits.