Executive Assistant

About Us

At the Oklahoma State Department of Education (OSDE), we go beyond merely offering jobs – we actively seek out extraordinary individuals to join our team. As the primary agency entrusted with overseeing K-12 public education in Oklahoma, we are steadfastly devoted to making a meaningful impact on the districts and students we serve. Our exceptional team at OSDE is renowned for its commitment to superior customer service, innovation, and unwavering dedication to shaping a brighter future for students across the state. We work hand-in-hand with over 500 school districts and maintain a close partnership with the legislature, ensuring that each Oklahoma student receives the exceptional education they deserve. If you're in search of a fulfilling career that allows you to make a profound difference in the lives of children, you've arrived at the right place. Join us in our mission to empower students and elevate the standard of education in Oklahoma. For further insights into OSDE, please visit our website at www.sde.ok.gov.

Job Summary

The Oklahoma State Department of Education seeks a highly skilled and proactive Executive Assistant to provide comprehensive support to the State Superintendent of Public Instruction. As the Executive Assistant, you will be an essential partner to the State Superintendent, ensuring the smooth functioning of their office and facilitating their ability to lead and manage educational initiatives statewide effectively. Your exceptional organizational, communication, and problem-solving abilities will be instrumental in coordinating the Superintendent's schedule, handling communications, and fostering seamless collaboration with internal and external stakeholders.

Please note: this role does not allow for any form of remote work, including telecommuting or hybrid arrangements. The nature of this position necessitates a consistent in-person presence. Prospective candidates should be aware that the responsibilities associated with this role require physical presence at the designated workplace in Oklahoma City, Oklahoma

Minimum Qualifications

• Bachelor’s degree in business, public administration, or related field [official transcripts required upon hire];
• Five (5) years of experience as an executive assistant or administrative assistant, preferably in an education or government setting;
• Or an equivalent combination of education and experience, substituting one year of relevant experience for each year of the required education.
  
  

Special Requirements

• Applicants must be currently authorized to work in the United States on a full-time basis without sponsorship now or in the future;
• Successful completion of a pre-employment background check;
• Must possess a valid driver’s license from a U.S. state or territory to perform necessary job-related travel
  
  

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Knowledge & Expertise: Strong proficiency in office software, including Microsoft Office Suite. Excellent written and verbal communication skills, with the ability to interact professionally with diverse stakeholders. Highly organized with strong attention to detail and the ability to multitask effectively. Demonstrated ability to handle confidential information with the utmost integrity and discretion. Problem-solving skills and a proactive approach to resolving issues.
• Schedule Management: Efficiently manage the State Superintendent's calendar, including scheduling appointments, meetings, and events. Prioritize and coordinate daily activities to optimize the Superintendent's time and productivity.
• Administrative Support: Assist the State Superintendent in managing administrative tasks, such as budget tracking, expense reporting, and procurement. Collaborate with other team members to support cross-functional initiatives and departmental objectives.
• Communication Coordination: Serve as the primary point of contact for the State Superintendent, handling incoming calls, emails, and inquiries with professionalism and promptness. Draft and proofread correspondence, reports, and other written materials on behalf of the Superintendent as needed.
• Meeting and Event Coordination: Organize and coordinate meetings, conferences, and events on behalf of the State Superintendent, ensuring logistical arrangements are seamless. Prepare meeting materials, agendas, and presentations, and provide necessary support during meetings.
• Information Management: Maintain confidential and sensitive information with the utmost discretion and professionalism. Organize and manage office records, files, and databases, ensuring they are up-to-date and easily accessible.
• Stakeholder Engagement: Assist in maintaining positive relationships with internal staff, government officials, education leaders, and external partners. Facilitate communication between the State Superintendent and various stakeholders to ensure efficient information flow.
• Project Coordination: Assist in managing various academic projects, tracking progress, and ensuring deadlines are met. Collaborate with other department staff to support cross-functional initiatives.
• Special Projects: Support the State Superintendent in various projects and initiatives, contributing to the successful implementation of departmental objectives. Conduct research, gather data, and provide summaries and recommendations as required.
• Professional Demeanor: Maintain a positive, empathetic, and professional attitude at all times; ability to build and maintain positive work relationships; demonstrate integrity and ethical conduct in all aspects of your work; ability to display a high level of professionalism in communication, behavior, and appearance; ability to accept constructive feedback to increase performance.
• Attendance: Regular and reliable in-person attendance is required to ensure quality teamwork, performance, productivity, and collaboration; ability to demonstrate a commitment to your work and team by committing to punctuality and dependability in the work environment; this includes arriving to work on time, being present, engaged, and available to colleagues, internal and external customers.
• Innovation: Ability to identify and address the evolving needs and challenges of the education landscape; ability to think critically, explore new ideas and embrace innovative approaches to improve educational outcomes for all students; apply creativity, resourcefulness, and forward-thinking in finding solutions to complex problems and driving positive change in the field of education.
• Efficiency: Ensure our resources are utilized effectively, and our operations are streamlined; optimize our processes, eliminate redundancies, and leverage technology to enhance productivity and performance; proactively identify opportunities for efficiency gains and implement best practices.
• Superior Customer Service: Willingness to go above and beyond to provide outstanding assistance that exceeds expectations, ability to create positive experiences and build relationships based on trust and satisfaction; maintain a positive and helpful attitude using the appropriate language, tone, and behavior to reflect the agency in a way that leaves a favorable impression.
  
  

Essential Competencies

• Effective Communication: Ability to clearly and concisely express ideas, while also listening actively to others and demonstrating understanding; Ability to demonstrate empathy by showing respect and understanding for the feelings and perspectives of others while paying close attention to non-verbal cues; Ability to adapt communication style to suit the needs of the audience and situation.
• Take a proactive approach and work independently: Be resourceful and self-motivated, prioritize work effectively by managing your time well, anticipating challenges, developing creative solutions, paying close attention to detail, and taking ownership of your work.
• Collaborate as a team player: Ability to work effectively with others towards a common goal. Including being open-minded, respectful, and responsive to others’ ideas and perspectives. Sharing knowledge and experience while being committed to achieving the teams’ objectives and understanding the importance of working collaboratively to achieve success.
• Demonstrate excellent planning and organizational skills: Ability to set clear objectives, create a plan of action, break down complex tasks into manageable components, delegate tasks when necessary, and establish a realistic timeline to meet deadlines consistently while developing contingency plans to ensure adaptability to changing circumstances.
• Possess strong analytical and problem-solving skills: Ability to analyze complex situations, identify key issues, patterns, connections, and develop effective logical solutions; Ability to think critically, anticipate potential problems and develop innovative solutions to address them.
• Ability to function well in an, at times, stressful, fast-paced, and deadline-driven environment: Ability to work under pressure and in situations where time is limited whilst remaining calm and focused, prioritizing tasks, and adapting to changing circumstances.
• Ability to build strong partnerships with internal and external stakeholders: Ability to identify opportunities for collaboration, leverage resources effectively, and negotiate mutually beneficial outcomes. Possess strong interpersonal skills to resolve conflicts and manage difficult conversations constructively and professionally.
• Knowledge of technology and ability to use it to maximize efficiency and services: Ability to identify opportunities to leverage technology to streamline processes, automate tasks, and improve customer experiences; Familiarity with software, hardware, and other relevant technological tools while being able to learn new technologies as they emerge.
  
  

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Location: Oliver Hodge Building, Oklahoma City, Oklahoma

• Work is typically performed in a climate-controlled office setting with exposure to moderate noise. While performing the duties of the job, employee is frequently required to talk, stand, walk. This position requires long periods of sitting and daily use of computer and phone. Must be able to remain in a stationary position 75% of the time;
• Ability to stand, reach and bend 50% of the time;
• Operates a computer and other office productivity machinery, such as a calculator, copy machine/printer, office telephone 75% of the time;
• Ascends/descends stairs 25% of the time;
• Communicate with others accurately and effectively 100%;
• Ability to lift to 25 lbs.
  
  

TRAVEL

Less than 10% travel required.

EEO STATEMENT

The Oklahoma Department of Education provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, OSDE complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

DISCLAIMER

This job description is intended to provide a general understanding of the position's essential duties and responsibilities. It is not an employment contract or agreement, and the duties may change as per business needs without prior notice. The employer reserves the right to modify, revise, or terminate any policies, procedures, or benefits described herein at any time, with or without notice.