Executive Assistant to the Dean

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.

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.

Required Education and Experience\: Bachelor's degree, AND\: 

• 60 months experience managing an office or program for a Dean, Director, or other leadership role.

Equivalency/Substitution\: Will accept 48 months related experience in lieu of the Bachelor's degree for a total of 108 months related experience.

Skills\:

• Advanced proficiency in Microsoft Outlook and Office Suite.
• Strong command of cloud collaboration platforms (Teams, SharePoint, OneDrive).
• Expertise in document production and formatting.
• Familiarity with AI productivity tools and experience with ChatGPT.
• Project management experience using cloud-based platforms.
• Outstanding organizational and time-management skills.
• Exceptional attention to detail and conscientiousness.
• Excellent judgment, confidentiality, and discretion.
• Strong writing and editing skills, with ability to capture the Dean's voice in communications.
• Ability to work independently and collaboratively in a fast-paced environment.
• Professional, approachable style with exceptional interpersonal skills.

Working Conditions\:

• Sit for prolonged periods of time.
• Communicate effectively and listens.
• Use of a computer.
• Standing, stooping, bending and reaching.
• Standard office environment.
• Contact with employees, other departments, and outside entities.

Supervision\: One staff member 

Special Instructions\: If 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 https\://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma\: The University of Oklahoma values our community's 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!

Equal Employment Opportunity Statement\: The 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.

Required Education and Experience\: Bachelor's degree, AND\: 

• 60 months experience managing an office or program for a Dean, Director, or other leadership role.

Equivalency/Substitution\: Will accept 48 months related experience in lieu of the Bachelor's degree for a total of 108 months related experience.

Skills\:

• Advanced proficiency in Microsoft Outlook and Office Suite.
• Strong command of cloud collaboration platforms (Teams, SharePoint, OneDrive).
• Expertise in document production and formatting.
• Familiarity with AI productivity tools and experience with ChatGPT.
• Project management experience using cloud-based platforms.
• Outstanding organizational and time-management skills.
• Exceptional attention to detail and conscientiousness.
• Excellent judgment, confidentiality, and discretion.
• Strong writing and editing skills, with ability to capture the Dean's voice in communications.
• Ability to work independently and collaboratively in a fast-paced environment.
• Professional, approachable style with exceptional interpersonal skills.

Working Conditions\:

• Sit for prolonged periods of time.
• Communicate effectively and listens.
• Use of a computer.
• Standing, stooping, bending and reaching.
• Standard office environment.
• Contact with employees, other departments, and outside entities.

Supervision\: One staff member 

Special Instructions\: If 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 https\://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma\: The University of Oklahoma values our community's 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!

Equal Employment Opportunity Statement\: The 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.