Position Details

Position Information

Department
Univ Human Resources Central (XHR)

Position Title
Executive Assistant

Job Title
University Human Resources Executive Assistant

Appointment Type
Professional Faculty

Job Location
Corvallis

Benefits Eligible
Full-Time, benefits eligible

Remote or Hybrid option?
Yes

Job Summary

University Human Resources is seeking an Executive Assistant. This is a full-time (1.00 FTE), 12-month, professional faculty position.

University Human Resources (UHR) provides comprehensive human resources support for Oregon State University units and employees located in all counties throughout the state of Oregon.

The Executive Assistant to the Vice Provost and Chief Human Resources Officer (CHRO) is responsible for providing a wide range of administrative support, record-keeping, office management, event planning, and coordination of responsibilities in a confidential and highly complex environment. Reporting directly to the CHRO, the Executive Assistant works closely with the University Human Resources (UHR) leadership team to execute the CHRO's goals and priorities.

The Executive Assistant primarily provides confidential administrative support to the CHRO, including maintaining a complex calendar, coordinating meeting logistics and materials, and managing travel arrangements for the CHRO. The Executive Assistant establishes relationships with a wide network of people and works both collaboratively and independently.

Typical activities include management of communications for UHR with internal and external constituents including follow-up on activities or communication as needed; coordination of logistics; and coordinating special projects, committee meetings, agendas, and taking meeting minutes. The incumbent is responsible for understanding the University's mission and goals, and UHR policies, procedures, and goals.

Key Responsibilities

50% - Confidential Administrative Support to CHRO:

• Works preventatively to identify potential challenges and opportunities, establishing and maintaining a good relationship network across the university community.
• Collaborates with the UHR Senior Leadership Team to create and implement plans to defuse crises and advise the CHRO on these issues.
• Effectively organizes and maintains a complex and demanding calendar for the CHRO, including meeting scheduling requirements, addressing incoming requests for meetings, and anticipating schedule needs.
• Provides executive administrative support to the CHRO, including scheduling and coordination of committee meetings and meetings with senior university leadership.
• Makes logistical arrangements for meetings involving the CHRO, inviting the appropriate individuals, assembling and distributing materials to participants, and ensuring the CHRO has relevant information well in advance of meetings.
• Drafts meeting agendas and prepares/distributes meeting materials.
• Anticipate executive needs proactively for CHRO; controlling the flow of information, requests, and interactions, acting as the first contact to filter what reaches the CHRO.
• Identifies critical issues to bring to the CHRO attention.
• Acts as a liaison to stakeholders, executives, and the rest of the office as established by CHRO.
• Works effectively with a full range of university constituents.
• Maintains working relationships with administrative and support services provided by other university departments.
• Assists with onboarding new employees, including coordinating system access, key assignments, procurement cards, etc.
• Manages all aspects of travel, from pre-travel arrangements for airfare, transportation, and lodging through post-travel expense reimbursement.
• Submits invoices for payment, tracks reconciles, and monitors CHRO office expenses
• Manage day-to-day operational details for the CHRO office. Identifies opportunities for efficiency and cost savings.
• Assists in developing and enforcing office policies and procedures for streamlined and consistent operations.
• Maintains strict confidentiality of all communications that relate to work on university personnel, finances, strategies, initiatives, and other sensitive issues.
• Responsible for signature authority and delegation letter management.
• Determines required signatures or transaction approvals and directs individuals and routes documents accordingly.
• Leverage AI tools to streamline workflows and improve operations efficiency.

30% - Project Development and Management

• Event planning for UHR events, when asked.
• Coordinates major projects, standing committees led by the CHRO, including developing timelines, scheduling, agenda review, distribution of materials, and posting materials as appropriate.
• Assist with creation of documents, tools and templates.
• Manages important and time-sensitive short to long-term projects as requested by the CHRO. Tracks requests for responses until the conclusion has been reached.
• Monitor project deadlines and follow up on action items with responsible parties.
• Flag risks, bottlenecks or delays for the CHRO.
• Develop dashboards to summarize and communicate information.
• Gather data, conduct background research, and compile reports used in decision making.
• Draft briefs, summaries and recommendations.
• Assisting with the develop and monitoring of the department's budget to ensure fiscal accountability and alignment with organizational priorities.

15% Communication & Relationship Management

• Handles correspondence with partners and internal team members on behalf of the CHRO.
• Facilitates communication between different departments and teams within the organization.
• Screen and prioritize incoming and outgoing communications such as telephone calls and emails, and documents, corresponding on behalf of the CHRO as requested, ensuring timely responses and appropriate redirection to reduce executive distractions.
• Draft and edit emails, letters, and correspondence with strong written communication skills.
• Develops materials for internal and external communication pieces, including website updates, outreach plans, CHRO presentations, and board dockets.

5% - Other Duties as Assigned:

• Other duties as appropriate and needed to the scope and responsibility of the position and not specifically indicated in this position description.

What You Will Need

• Bachelor's degree in business administration, human resources management, public administration, or other field related to the work; Or 3-5 years of progressive experience serving in a similar capacity supporting an executive.
• Prior progressive experience supporting leaders at the executive level.
• Proficiency in MS Office and Adobe programs
• Demonstrated ability to:
  • Appropriately handle highly sensitive and extremely confidential material/information;
  • Communicate effectively in writing and orally;
  • Interface professionally with people from all levels of the University, and with individuals outside of the University, including individuals who may be upset;
  • Plan and prioritize simultaneous projects with strict deadlines, and to manage multiple tasks and shifting priorities while coordinating a high volume of incoming work;
  • Respond with flexibility to urgent or unexpected requests.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

What We Would Like You to Have

• Prior experience working in a university academic setting
• Experience with budget and financial reporting

Working Conditions / Work Schedule

This position may require evening and weekend hours.

Pay Method
Salary

Pay Period
1st through the last day of the month

Pay Date
Last working day of the month

Recommended Full-Time Salary Range
$77,000 - $87,000

Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/18846

Posting Detail Information

Posting Number
P09976UF

Number of Vacancies
1

Anticipated Appointment Begin Date
08/17/2026

Anticipated Appointment End Date

Posting Date
06/05/2026

Full Consideration Date

Closing Date
06/19/2026

Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants

Special Instructions to Applicants

When applying you will be required to attach the following electronic documents:

1) A resume/CV; and

2) A cover letter indicating how your qualifications and experience have prepared you for this position.

You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.

For additional information please contact: Heidi Clarke at [email protected]

Starting salary within the salary range will be commensurate with skills, education, and experience.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvemen