Executive Assistant - #1408508

Basic Purpose

Under the direct supervision of the Executive Director this position provides professional administrative and technical clerical support for the Executive Director and staff. The Executive Assistant will perform duties that include but are not limited to the essential job duties set forth below. Independent judgment is required to plan, prioritize and organize a diversified workload.

Typical Functions

• Serve as the receptionist at the front desk to greet and screen office visitors and direct to appropriate personnel as required.
• Answer and screen all incoming calls; direct calls to appropriate personnel; arrange conference calls and virtual meetings; and provide information to staff and the general public regarding functions of the Department and Commission.
• Schedule, organize and coordinate complex activities such as meetings, speaking engagements, travel, conferences and activities for the Executive Director.
• Monitor the Executive Director's email and respond to inquiries as necessary and posts all appointments to the Executive Director's calendar.
• At times, will prepare drafts of general correspondence, e-mails, memorandums and assist in preparation of presentation materials for meetings and speaking engagements for the Executive Director.
• Arrange and coordinate travel schedule and reservations for the Executive Director including preparing and filing travel claims.
• Organize and maintain a filing system for the Executive Director; file correspondence and records relating to office functions.
• Receive, open and distribute all incoming mail and prepare outgoing mail (including certified mail) as requested.
• State PCard holder and perform the duties associtated with being a PCard holder, primarily travel arrangements and registrations.
• May conduct basic research, create and develop information for visual presentations for the Executive Director as needed.
• Proofread for spelling, grammar and layout and make appropriate changes. Responsible for accuracy and clarity of final documents which may be in Word, Adobe PDF, Excel, PowerPoint or other similar applications.
• Serve as assistant to the nine-member governing Commissions of the Department and the Oklahoma Space Industry Development Authority, including preparing agendas and meeting packets for Commission and Board meetings, communicating with Commissioners and Board Members in compliance with the Oklahoma Open Meeting Act, performing roll call and recording votes, and taking official minutes.
• Serve as a notary for the agency.
• Maintain conference room for all agency meetings and prepare IT equipment and other documents for meetings that involve the Executive Director.
• Perform business-related errands for the agency as necessary.
• Assist with other duties as assigned.
  
  

Knowledge, Skills And Abilities

Strong computer skills including Microsoft Word, Excel, PowerPoint, Outlook, Teams, and Zoom. Ability to handle confidential information with utmost discretion. Punctuality, good organizational skills and the ability to multi-task. Skill in business communications, including grammar, punctuation, and spelling. Ability to establish and maintain effective working relationships with other employees and the public; to exercise tact, courtesy and initiative. Ability to interpret and handle routine decisions in accordance with agency policy and to follow oral and written instructions. Familiarity with general office equipment and processes, including use of a copier/printer/scanner, label-maker, and multi-line phone system. Knowledge and understanding of the Oklahoma Open Meeting Act and Oklahoma Open Records Act along with Robert’s Rules of Order. Conscientious commitment and willingness to provide courteous, consistent, efficient service through the performance of the prescribed job duties. Professional appearance and presentation is essential.

Education And Experience

Bachelor's degree in Public or Business Administration or closely related field OR 4 years of experience in a secretarial, clerical or office assistant position. An equivalent combination of education and experience may be substituted in lieu of a degree.