Administrative Assistant 3

The Administrative Assistant 3 provides high-level administrative support to the OU Director and leadership team. This role manages calendars, meetings, travel, expenses, and documentation, and serves as a key coordination point to ensure leadership operates efficiently and effectively. Strong proficiency in SharePoint, Microsoft Office, and Concur is required.

• →Provide direct administrative support to the OU Director and leadership team, maintaining a high level of professionalism and discretion.
• →Manage complex calendars; schedule meetings; coordinate conference rooms; and arrange virtual/hybrid meeting logistics (Teams, conference calls, etc.).
• →Coordinate travel arrangements and prepare itineraries; create, submit, and track expense reports using Concur in accordance with company guidelines.
• →Prepare, edit, and proofread correspondence, reports, presentations, and meeting materials using Microsoft Office (Word, Excel, PowerPoint, Outlook).
• →Create, organize, and maintain team sites, document libraries, and lists in SharePoint to support information sharing and version control.
• →Maintain electronic and physical files, records, and distribution lists; ensure information is accurate, organized, and up to date.
• →Organize staff meetings, leadership reviews, and special events (agendas, materials, minutes, action item tracking, and follow-up).
• →Track action items and deliverables for leadership; assist in monitoring deadlines, priorities, and status.
• →Serve as a point of contact for internal and external stakeholders on behalf of the OU Director and leadership team.
• →Support onboarding of new team members (workspace coordination, distribution lists, basic system access requests, orientation materials).
• →Perform simple data entry, tracking, and reporting in Excel and SharePoint; generate basic summaries or status reports as needed.
• →Identify opportunities to streamline administrative processes and recommend/implement improvements.
• →Perform other related administrative duties as assigned.
  

• High school diploma or equivalent.
• 4+ years of related administrative experience, or an equivalent combination of a Bachelors Degree in Business or related discipline and 0-1+ years related experience.
• Demonstrated proficiency with:
  • SharePoint (creating/maintaining sites, document libraries, lists, permissions basics).
  • Microsoft Office (Outlook, Word, Excel, PowerPoint).
  • Concur (travel and expense processing).
• Experience supporting managers or senior leaders in a fast-paced environment.
• Strong organizational skills with the ability to prioritize, multi-task, and meet deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to handle sensitive and confidential information with discretion.
  

• 4+ Years related Experience
• Experience supporting a director-level leader and/or a leadership team.
• Experience within a technical, engineering, or program-driven organization.
• Demonstrated ability to work independently, anticipate needs, and exercise sound judgment.
• Strong interpersonal skills and ability to work effectively across functions and levels.

• Professional, reliable, and customer-service oriented.
• Flexible and adaptable to changing priorities and requirements.
• Proactive problem-solver with a continuous improvement mindset.