Executive Administrative Assistant to the VP of Advancement

OKLAHOMA BAPTIST UNIVERSITY - SHAWNEE, OKLAHOMA

Address of Job Location: 500 W University St., Shawnee, OK 74804, United States

Website page of the Job Posting

Job Summary:

This position supports the work of the entire Advancement Team. A central presence, first line of engagement, whose work enables others on the team to do their jobs well. This position requires an individual who is detail-oriented, reliable and who has a strong work ethic.

Job Responsibilities:

Administrative Support to the Vice President of Advancement and Alumni:
• Serving as a point of contact for internal and external communications.
• Managing the Vice President’s calendar, including the scheduling, planning, and execution of meetings, ensuring calendar invitations and reminders are sent out and that spaces are properly reserved, creating meeting agendas and materials.
• Maintaining calendars for Cargill Conference Room/Living Room.
• Performing support tasks such as proofreading, managing correspondence, updating documents and preparing meeting minutes/summaries and action items.
• Preparing reports for the Board of Trustees and related documents.
• Assist with special projects.
• Serves as a liaison between the VP and donors, assists with stewardship.
• Coordinating business travel and accommodations, preparation of itineraries and travel documentation.
• Registering for conferences, workshops, and special events.

Administrative Support to the Director of the Advancement Office:
• Gathers receipts for Center Card expenses/turns in mileage reimbursement needs.
• Assists in Onboarding by ordering business cards, name badges, etc. for new hires.
• Works in collaboration with the Director of the Advancement Office to maintain and oversee key departmental resources, including the Advancement Calendar, SharePoint sites, and provides information for the weekly Monday communications.

Essential Functions for the Advancement Team as a Whole:
• Managing main Advancement phone line, answering, screening and forwarding calls, providing information and taking messages.
• Greeting and assisting donors and visitors to the Advancement Office, offering hospitality such as coffee or water, escorting them around campus if needed, etc.
• Ensure the conference rooms and kitchen area are tidy, stocked with snacks, coffee, and water.
• Monitoring and ordering office supplies as needed.
• Coordinating maintenance requests for building needs.
• Managing incoming and outgoing mail.
• Assisting with projects such as bulk mailings, donor appreciation gifts.
• Perform other duties as assigned.

Job Requirements:
• Demonstrates a professional presence and represents the University with excellence
• Team player, reliable and committed to achieving organizational goals as well as establishing and maintaining working relationships with others.
• Highly adaptable and able to adjust priorities in a fast-paced environment.
• High attention to detail and accuracy, skilled in written and verbal communication.
• Ability to manage multiple tasks simultaneously.
• Maintains the highest level of confidentiality and discretion.

Education:
• Required: Bachelor’s degree

Experience:
• Required: Experience working in an office setting.
• Preferred: Two years of administrative assistant experience.

Equipment:
• Required: Experience using Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams and SharePoint).
• Preferred: Experience using any type of Customer Relationship Management (CRM) or database systems.

Physical Requirements:
• Ability to pick up packages from the University bookstore, organize boxes of promotional materials, ability to assist with event set up and hosting of guests to all occupied areas of campus.

Special Requirements:
• Must be a member of a local evangelical* Christian church.
*Evangelical is a broad term referring to segment within Christianity which maintains the authority of the Bible and the belief in salvation by faith in Jesus alone.
• Please apply using the link for “Support Staff Applications” on the OBU website after clicking “Apply Now.”

Expiration Date of Job Posting: December 01, 2026