Executive Assistant to CIO
Inside Higher Ed, Edmond, OK, United States
Position Classification
Regular, full-time, salaried, exempt and benefit-eligible staff position.
General Schedule
Position typically works Monday-Friday from 8am-5pm in-office at UCO's main campus in Edmond, Oklahoma.
Position Overview & Job Duties
The Office of Information Technology seeks a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to the Chief Information Officer (CIO) and the associated leadership team within the Information Technology (IT) division. This pivotal role requires exceptional communication, problem‑solving, and project management skills, as well as the ability to handle sensitive information with discretion and professionalism. The ideal candidate will be adept at managing complex schedules, facilitating communication flow, and contributing to the overall efficiency and effectiveness of the CIO's office.
Responsibilities
Provide high-level administrative support to the CIO, including managing complex calendars, scheduling meetings and appointments, coordinating travel arrangements, and preparing expense reports.
Extend administrative support to members of the IT leadership team as needed, including scheduling, meeting preparation, and document management.
Assist the CIO and relevant IT leaders in the lifecycle of technology contracts, including tracking key dates, organizing documentation, facilitating communication with vendors, and ensuring timely renewals or terminations. Experience with reviewing basic contract terms and conditions is highly desirable.
Draft, edit, and proofread a variety of written communications on behalf of the CIO, including emails, memos, reports, and presentations, ensuring clarity, accuracy, and adherence to university standards.
Support the CIO and leadership team in the development of presentations and white papers, including gathering information, formatting documents, creating visually appealing slides, and ensuring consistent branding.
Coordinate and support meetings and CIO-sponsored events, including planning, preparing agendas, meeting set‑up and take‑down, distributing materials, taking and distributing minutes, and tracking action items.
Assist with special projects and initiatives as assigned by the CIO, including developing timelines, tracking progress, and coordinating with relevant stakeholders.
Establish and maintain organized electronic and physical filing systems, ensuring easy access to critical information and identifying opportunities to streamline systems and processes.
Serve as a primary point of contact for internal and external stakeholders, including faculty, staff, students, vendors, and community partners, maintaining professional and positive relationships.
Oversee the efficient operation of the CIO's office, including managing supplies, coordinating equipment maintenance, troubleshooting administrative issues, and supervising front‑desk reception and student employees.
Handle sensitive and confidential information with the utmost discretion and professionalism.
Proactively identify and resolve administrative and operational challenges.
Perform other duties as assigned.
Qualifications & Experience
Required:
Bachelor's degree plus 3 years of experience providing executive-level administrative support, preferably within a university or technology-focused environment; or equivalent combination of education and experience.
Preferred:
Experience supporting C-level management.
Experience with technology contract administration, including tracking, documentation, and vendor communication.
Basic bookkeeping or financial tracking experience.
Experience working in a higher education environment.
Knowledge, Skills, and Abilities
Strong customer service and interpersonal skills, along with analytical, organizational, and collaboration skills with the ability to interact effectively with individuals at all levels.
Exceptional time management skills and the ability to prioritize tasks and meet deadlines.
Ability and willingness to complete several concurrent tasks in a detail-oriented, multitasking environment.
Excellent written and verbal communication skills, including strong grammar, proofreading, and editing abilities.
Proven ability to prepare professional and engaging presentations and contribute to the development of white papers.
Ability to work independently, or with specialized groups, while maintaining a courteous attitude when dealing with students, faculty, and staff.
Ability to manage and prioritize work effectively with minimal supervision.
Ability to exercise sound judgment and make independent decisions within established guidelines.
Ability to maintain confidentiality and handle sensitive information with discretion.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software and technologies.
Continually updates skills and knowledge relative to the position and the technology industry.
Adheres to and complies with UCO's shared values and the Office of Information Technology’s Code of Ethics.
This position may be assigned 24x7x365 on-call rotation responsibilities and requires the successful candidate to have high-speed internet access to their residence and maintain a smartphone for receiving telephone calls, email, SMS messages from servers and authorized OIT personnel.
Physical Demands
Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.
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Regular, full-time, salaried, exempt and benefit-eligible staff position.
General Schedule
Position typically works Monday-Friday from 8am-5pm in-office at UCO's main campus in Edmond, Oklahoma.
Position Overview & Job Duties
The Office of Information Technology seeks a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to the Chief Information Officer (CIO) and the associated leadership team within the Information Technology (IT) division. This pivotal role requires exceptional communication, problem‑solving, and project management skills, as well as the ability to handle sensitive information with discretion and professionalism. The ideal candidate will be adept at managing complex schedules, facilitating communication flow, and contributing to the overall efficiency and effectiveness of the CIO's office.
Responsibilities
Provide high-level administrative support to the CIO, including managing complex calendars, scheduling meetings and appointments, coordinating travel arrangements, and preparing expense reports.
Extend administrative support to members of the IT leadership team as needed, including scheduling, meeting preparation, and document management.
Assist the CIO and relevant IT leaders in the lifecycle of technology contracts, including tracking key dates, organizing documentation, facilitating communication with vendors, and ensuring timely renewals or terminations. Experience with reviewing basic contract terms and conditions is highly desirable.
Draft, edit, and proofread a variety of written communications on behalf of the CIO, including emails, memos, reports, and presentations, ensuring clarity, accuracy, and adherence to university standards.
Support the CIO and leadership team in the development of presentations and white papers, including gathering information, formatting documents, creating visually appealing slides, and ensuring consistent branding.
Coordinate and support meetings and CIO-sponsored events, including planning, preparing agendas, meeting set‑up and take‑down, distributing materials, taking and distributing minutes, and tracking action items.
Assist with special projects and initiatives as assigned by the CIO, including developing timelines, tracking progress, and coordinating with relevant stakeholders.
Establish and maintain organized electronic and physical filing systems, ensuring easy access to critical information and identifying opportunities to streamline systems and processes.
Serve as a primary point of contact for internal and external stakeholders, including faculty, staff, students, vendors, and community partners, maintaining professional and positive relationships.
Oversee the efficient operation of the CIO's office, including managing supplies, coordinating equipment maintenance, troubleshooting administrative issues, and supervising front‑desk reception and student employees.
Handle sensitive and confidential information with the utmost discretion and professionalism.
Proactively identify and resolve administrative and operational challenges.
Perform other duties as assigned.
Qualifications & Experience
Required:
Bachelor's degree plus 3 years of experience providing executive-level administrative support, preferably within a university or technology-focused environment; or equivalent combination of education and experience.
Preferred:
Experience supporting C-level management.
Experience with technology contract administration, including tracking, documentation, and vendor communication.
Basic bookkeeping or financial tracking experience.
Experience working in a higher education environment.
Knowledge, Skills, and Abilities
Strong customer service and interpersonal skills, along with analytical, organizational, and collaboration skills with the ability to interact effectively with individuals at all levels.
Exceptional time management skills and the ability to prioritize tasks and meet deadlines.
Ability and willingness to complete several concurrent tasks in a detail-oriented, multitasking environment.
Excellent written and verbal communication skills, including strong grammar, proofreading, and editing abilities.
Proven ability to prepare professional and engaging presentations and contribute to the development of white papers.
Ability to work independently, or with specialized groups, while maintaining a courteous attitude when dealing with students, faculty, and staff.
Ability to manage and prioritize work effectively with minimal supervision.
Ability to exercise sound judgment and make independent decisions within established guidelines.
Ability to maintain confidentiality and handle sensitive information with discretion.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software and technologies.
Continually updates skills and knowledge relative to the position and the technology industry.
Adheres to and complies with UCO's shared values and the Office of Information Technology’s Code of Ethics.
This position may be assigned 24x7x365 on-call rotation responsibilities and requires the successful candidate to have high-speed internet access to their residence and maintain a smartphone for receiving telephone calls, email, SMS messages from servers and authorized OIT personnel.
Physical Demands
Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.
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