Executive Administrative Associate

Oklahoma A&M Board of Regents, Office of Internal Audit

The Oklahoma A&M Board of Regents, Office of Internal Audit, is seeking a highly organized and proactive Executive Administrative Associate. The Executive Administrative Associate will play a crucial role in ensuring the smooth and efficient operation of the office. This position is responsible for effectively supporting and contributing to the overall efficiency and productivity of the office. This position provides administrative support of a broad scope, requiring exceptional organizational skills, attention to detail, and the ability to anticipate needs. It requires the ability to independently initiate and complete projects while maintaining a high standard of professionalism and confidentiality.

Reporting Relationship: Reports to the Office Manager & Executive Assistant to the CAE

Major/Essential Functions:

• Assist with the preparation of monthly budget to actual statements for the department; purchase and process payments for supplies using requisitions and purchase orders through the OK Corral system, credit card charges through the University Pcard system, and CVIs

Prepare travel arrangements for staff - arrange travel itineraries, accommodations, and prepare travel expense requests/reimbursements in AIRS

• Maintain and submit payment for annual renewals of professional group memberships and information services subscriptions

• Schedule specified meetings for audit staff (in-person and virtual)

• Prepare and proofread reports and other documents, draft emails and update audit logs as directed

• Register auditors and process payments for CPE courses and events, keep records of CPEs for auditors, submit yearly list of CPEs to Office Manager & Executive Assistant to the CAE

• Coordinate with Office Manager & Executive Assistant to the CAE as directed for external auditors to schedule interviews, make hotel reservations, arrange workspace and IT access; submit requisitions/purchase orders and process payments for external auditing services

• Maintain active office files and storage files, coordinate moving of files from office to storage

• Maintenance of specified office inventories: update computer inventories, physical facilities; process surplus inventory and facilitate its removal with approval of Office Manager & Executive assistant to the CAE, and office/kitchen equipment and supplies.

• Maintain cleanliness and organization of office; coordinate standard maintenance and special cleaning requests with GCA (cleaning service); processing work orders; maintain office equipment

• Serve as a point of contact for the Office of Internal Audit, answer telephone and emails, open and disseminate incoming postal mail, process outgoing mail

• Serve as office coordinator for the annual United Way drive and coordinate other events as needed

• Assist with special projects and initiatives as needed

Qualifications:

• Bachelor's degree in business administration, management, or a related field preferred

• Three to five years of administrative support experience with candidates possessing higher education or state level experience preferred

• Extensive knowledge of OSU policies and procedures

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software

• Excellent written and verbal communication abilities

• Experience with Oklahoma State University's computerized systems: Banner, AIRS, PCard, and OK Corral

Personal Attributes Needed for This Position:

• Ability to handle sensitive information with the utmost discretion and confidentiality

• Strong ability to prioritize and manage time effectively

• High level of accuracy and attention to detail in all tasks

• Strong interpersonal skills to interact with various levels of staff and external contacts

• Flexibility to adapt to changing priorities and handle unexpected situation

• Objectivity and integrity

• Enthusiasm, energy, and constructive attitude

• Goodwill and respect for others

• Helpful and cooperative with clients and colleagues

Interested applicants should submit a cover letter and resume to internalaudit@okstate.edu.