Executive Asst to the Dean na University of Oklahoma - Norman Campus

The Executive Assistant to the Dean of the College of Law is a central partner in advancing the mission of the College of Law.  this role encompasses the management of the Dean's schedule, priorities, communications, and documents; coordination of strategic initiatives; and representation of the Dean's office with discretion and professionalism.  The Executive Assistant supervises the Dean's Suite receptionist, liaises with high-profile leaders and external stakeholders, and ensures seamless office operations.  The ideal candidate will bring a rare combination of organizational excellence, polished communication, and high-level technical fluency, including mastery of Outlook, collaboration platforms, advanced document production, AI-assisted workflows, and project management.  

Key Responsibilities:

Executive Support

• Expertly manage the Dean's Outlook calendar and communications, ensuring accuracy, priority alignment, and proactive scheduling.
• Serve as the gatekeeper for requests and inquiries, triaging access to the Dean based on strategic priorities.
• Coordinate travel logistics, event participation, and timely preparation of talking points and briefing materials.

Digital-First Document & Email Management

• Create, edit, and produce professional-quality documents, reports, and presentation.
• Maintain a fully digital, cloud-based filing system (SharePoint/OneDrive/Teams), ensuring version control and accessibility.
• Manage inbox systems, draft and edit correspondence, and use advanced Outlook features (rules, categories, shared calendars, delegation).

Cloud Collaboration & AI Integration

• Leverage Teams and other platforms to support communication, document sharing, and collaboration.
• Use AI tools (e.g., ChatGPT, institution-approved platforms) to draft, review, and streamline workflows.
• Identify and implement new technologies that enhance productivity and efficiency.

Project & Workflow Management

• Track and coordinate office initiatives, deadlines, and deliverables using cloud-based project management tools.
• Develop and maintain progress trackers, shared dashboards, and accountability systems.
• Anticipate and address administrative or logistical challenges before the escalate.

Events, Communications & Office Coordination

• Collaborate with colleagues on dean-led events, donor/alumni meetings, and special programs.
• Oversee and support the Dean's Suite receptionist to ensure a professional, welcoming environment.
• Assist the Dean in drafting a weekly update email to internal constituents, maintaining accuracy, consistency, and tone.
• Liaise with high-profile leaders, alumni, donors, and external stakeholders with professionalism, diplomacy, and discretion.

• Represent the Dean's Office with a positive, solutions-oriented attitude.

   

%3Cp style=%22font-family:Arial;%22%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3E%3Cstrong%3ERequired Education and Experience:%3C/strong%3E Bachelor%27s degree, %3Cstrong%3EAND:%26nbsp;%3C/strong%3E%3C/span%3E%3C/p%3E%3Cul%3E%3Cli%3E%3Cp style=%22font-family:Arial;%22%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3E60 months experience managing an office or program for a Dean, Director, or other leadership role.%3C/span%3E%3C/p%3E%3C/li%3E%3C/ul%3E%3Cp style=%22font-family:Arial;%22%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3E%3Cstrong%3EEquivalency/Substitution:%26nbsp;%3C/strong%3EWill accept 48 months related experience in lieu of the Bachelor%27s degree for a total of 108 months related experience.%3C/span%3E%3C/p%3E%3Cp%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3E%3Cstrong%3ESkills:%3C/strong%3E%3C/span%3E%3C/p%3E%3Cul%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3EAdvanced proficiency in Microsoft Outlook and Office Suite.%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3EStrong command of cloud collaboration platforms (Teams, SharePoint, OneDrive).%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3EExpertise in document production and formatting.%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3EFamiliarity with AI productivity tools and experience with ChatGPT.%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3EProject management experience using cloud-based platforms.%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3EOutstanding organizational and time-management skills.%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3EExceptional attention to detail and conscientiousness.%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3EExcellent judgment, confidentiality, and discretion.%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3EStrong writing and editing skills, with ability to capture the Dean%27s voice in communications.%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3EAbility to work independently and collaboratively in a fast-paced environment.%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3EProfessional, approachable style with exceptional interpersonal skills.%3C/span%3E%3C/li%3E%3C/ul%3E%3Cp style=%22font-family:Arial;%22%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3E%3Cstrong%3EWorking Conditions:%3C/strong%3E%3C/span%3E%3C/p%3E%3Cul%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3ESit for prolonged periods of time.%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3ECommunicate effectively and listens.%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3EUse of a computer.%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3EStanding, stooping, bending and reaching.%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3EStandard office environment.%3C/span%3E%3C/li%3E%3Cli%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3EContact with employees, other departments, and outside entities.%3C/span%3E%3C/li%3E%3C/ul%3E%3Cp style=%22font-family:Arial;%22%3E%3Cspan style=%22font-family:Arial, Helvetica, sans-serif;font-size:14px;%22%3E%3Cstrong%3ESupervision: %3C/strong%3EOne staff member%26nbsp;%3C/span%3E%3C/p%3E%3Cp class=%22MsoNormal%22%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;font-size:10.5pt;%22%3E%3Cspan style=%22line-height:107%;mso-fareast-font-family:%26quot;Times New Roman%26quot;;%22%3E%3Cstrong%3ESpecial Instructions:%26nbsp;%3C/strong%3EIf 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%26nbsp;%3C/span%3E%3C/span%3E%3Ca target=%22_blank%22 rel=%22noopener noreferrer%22 href=%22https://hr.ou.edu/Policies-Handbooks/TB-Testing%22%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;font-size:10.5pt;%22%3E%3Cspan style=%22line-height:107%;mso-fareast-font-family:%26quot;Times New Roman%26quot;;%22%3Ehttps://hr.ou.edu/Policies-Handbooks/TB-Testing.%3C/span%3E%3C/span%3E%3C/a%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;font-size:10.5pt;%22%3E%3Cspan style=%22line-height:107%;mso-fareast-font-family:%26quot;Times New Roman%26quot;;%22%3E%3Co:p%3E%3C/o:p%3E%3C/span%3E%3C/span%3E%3C/p%3E%3Cp class=%22MsoNormal%22%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;font-size:10.5pt;%22%3E%3Cspan style=%22line-height:107%;mso-fareast-font-family:%26quot;Times New Roman%26quot;;%22%3E%3Cstrong%3EWhy You Belong at the University of Oklahoma:%26nbsp;%3C/strong%3EThe University of Oklahoma values our community%27s 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!%3Cstrong%3E%3Co:p%3E%3C/o:p%3E%3C/strong%3E%3C/span%3E%3C/span%3E%3C/p%3E%3Cp class=%22MsoNormal%22%3E%3Cspan style=%22font-family:%26quot;Arial%26quot;,sans-serif;font-size:10.5pt;%22%3E%3Cspan style=%22line-height:107%;mso-fareast-font-family:%26quot;Times New Roman%26quot;;%22%3E%3Cstrong%3EEqual Employment Opportunity Statement:%26nbsp;%3C/strong%3EThe 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.%3Cstrong%3E%3Co:p%3E%3C/o:p%3E%3C/strong%3E%3C/span%3E%3C/span%3E%3C/p%3E
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