Campus

OSU-Stillwater

Contact Name & Email

Jason Ramsey, jason.ramsey@okstate.edu

Work Schedule

Monday through Friday, 8:00am-5:00pm with occasional evenings and weekends.

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$60,000 - $80,000, Annually

About this Position

The Executive Assistant to the Chief Operating Officer (COO) serves as the primary administrative and operational support liaison for the COO of the Oklahoma State University System. This role requires exceptional organizational aptitude, strategic coordination skills, operational awareness, and the ability to maintain discretion while managing complex priorities in a fast-paced executive environment.
The Executive Assistant ensures seamless information flow, cross-division coordination, and operational support for initiatives within the COO’s portfolio, which spans areas including Human Resources, Facilities Management, Information Technology, Legislative Affairs, Campus Safety, Parking & Transit, Ombudsman Services, and the President’s Office administrative operations. This role is critical to driving efficiency, communication, and alignment across system-wide operational units.

Key Responsibilities

Executive Operational Support
• Serve as the primary administrative point of contact for the COO, acting as a liaison across system-wide operational units.
• Anticipate and execute high-level administrative needs, ensuring the COO is prepared, informed, and positioned to lead operational priorities.
• Support cross-divisional communication and coordination for enterprise initiatives led by the COO.
• Draft, review, and route executive correspondence, memos, briefings, and communications with professionalism and strategic awareness.
• Additional supporting tasks as needed

Calendar, Meeting & Priorities Management
• Maintain and optimize a complex executive calendar, ensuring alignment with institutional priorities and operational demands.
• Manage scheduling across diverse stakeholders, including system leadership, internal divisions, government officials, campus partners, and external organizations.
• Prepare agendas, briefing materials, presentations, and summaries for meetings and events, ensuring the COO is equipped with key insights and action items.
• Monitor urgent matters, proactively prioritize time-sensitive operational updates, and facilitate swift communication when needed.

Cross-Division & Operational Coordination
• Support the COO in coordinating work across operational areas, including but not limited to:
         -Human Resources
         -Facilities Management
         -Long-Range Planning
         -Legislative Affairs
         -Information Technology
         -Police and Campus Safety
         -Parking and Transit Services
         -Ombudsman Services
         -OSU A&M Board of Regents
         -President’s Office administrative functions

• Track, monitor, and follow up on deliverables, deadlines, institutional reporting, and cross-system operational initiatives.
• Maintain internal systems for organizing updates, approvals, tracking progress, and ensuring visibility on ongoing operational projects.

External Engagement & Representation
• Coordinate logistics and communications for external meetings with state and federal officials, community leaders, system partners, and professional organizations as needed.
• Represent the COO professionally in communications and engagements, upholding institutional priorities and confidentiality.

Work Environment & Expectations
• This position offices at OSU in Stillwater, Oklahoma
• Standard office setting, with flexibility for evening and weekend support as needed for system operations, university events, or COO priorities.
• Ability to respond to urgent requests and support time-sensitive operational matters.
• Occasional travel or on-site support across OSU campuses and locations may be required.
• This role supports a high-visibility executive portfolio and requires professionalism, initiative, and adaptability.

Required Qualifications

• High school/GED and 7 years of executive or comparable support experience. Post-secondary education may substitute for years of required experience.

Skills, Proficiencies, and/or Knowledge:

• Strong understanding of organizational operations, executive support needs, and cross-department coordination.
• Exceptional organizational skills with the ability to manage competing priorities in a high-velocity environment.
• Professional discretion, judgment, and strict confidentiality.
• Excellent written and verbal communication skills with executive polish.
• Advanced proficiency in Microsoft Office Suite, calendar platforms, project coordination tools, and administrative systems.
• Ability to synthesize information quickly and translate complex updates into concise executive summaries.
• Demonstrated ability to build trust and credibility across diverse internal and external stakeholders.