Executive Administrative Assistant

Job Posting Title

Agency

Supervisory Organization

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Job Type

Compensation

Job Description

Position Summary

The Executive Assistant provides high-level administrative and operational support to senior leadership while supporting the overall operations of the agency. This role requires exceptional organizational skills, sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant serves as a key point of coordination, ensuring efficient operations and effective communication across the agency.

Key Responsibilities

Executive Support

• Provide direct administrative support to the Agency Director and senior leadership team

• Manage complex calendars, scheduling, and coordination of meetings and events

• Prioritize and manage competing requests, ensuring leadership time is aligned with agency priorities.

• Serve as a primary point of contact for internal and external stakeholders

Communication & Coordination

• Screen and manage incoming communications (phone, email, in-person inquiries)

• Draft, review, and distribute correspondence on behalf of leadership

• Coordinate and prepare for board and commission meetings, including compiling materials, and ensuring all logistics are in place

• Facilitate communication across departments and with external partners

Operations & Administrative Management

• Maintain organized filing systems (electronic and physical)

• Process travel arrangements, reimbursements, and related documentation

• Support procurement and administrative processes as needed

• Track projects, deadlines, and follow-ups to ensure timely completion

Customer & Stakeholder Support

• Provide information and assistance to internal staff and external stakeholders

• Interpret and communicate agency policies, procedures, and guidelines

• Maintain a professional, courteous, and responsive approach in all interactions

Project & Program Support

• Assist with special projects, initiatives, and reporting efforts

• Conduct research and compile data to support decision-making

• Monitor progress on key initiatives and provide status updates

Knowledge, Skills, and Abilities

• Strong written and verbal communication skills

• Excellent organizational and time-management abilities

• High level of discretion and ability to handle confidential information

• Ability to multitask and prioritize in a dynamic environment

• Strong attention to detail and problem-solving skills

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and office systems

• Ability to build effective working relationships with diverse stakeholders

• Demonstrated ability to work independently while maintaining high accuracy and follow-through.

Minimum Qualifications

• Five (5) years of administrative or executive support experience OR an equivalent combination of education and experience

• Experience supporting senior-level leadership preferred

Work Environment & Expectations

• Ability to work independently and exercise sound judgment

• Demonstrated professionalism, tact, and diplomacy

• Flexibility to adapt to changing priorities and deadlines

• Commitment to maintaining a confidential and professional work environment

• Anticipates needs, identifies gaps, and takes initiative to solve problems before they arise.

Preferred Qualifications

• Experience in government or public sector environments

• Experience supporting boards, commissions, or executive leadership teams

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

If you are needing any extra assistance or have any questions relating to a job you have applied for, please click the link below and find the agency for which you applied for additional information:

Agency Contact