Administrative Operations Partner

Department: Office of CEO

Reports to: Executive Assistant to the CEO

This position is based in Norman, OK with hybrid work options. Local candidates to Norman and Oklahoma City, preferred.

OU Education Services (OUES) is a nonprofit corporation established to manage and expand online learning for the University of Oklahoma System. As a growing education technology organization, we are dedicated to delivering innovative solutions that enhance learning outcomes, improve student experiences, and support the university's mission of providing high-quality education to learners everywhere.

At OUES, we prioritize collaboration and provide opportunities for our teams to work closely to deliver meaningful, impactful results. We are a talent focused organization and encourage applicants from all regions, we have a preference for candidates who are in or open to relocating to the Oklahoma City metro area. Being part of our vibrant community fosters richer collaboration and a stronger alignment with OU and the OUES mission.

The Administrative Operations Partner provides operational and administrative support to the Senior Leadership Team (SLT) while ensuring the OUES Norman campus office operates smoothly and efficiently.

This hybrid role blends leadership operations support (approximately 75%)—including calendar management, meeting coordination, communications, and workflow organization—with office management responsibilities (approximately 25%) such as facilities coordination, supplies, events, and hosting visiting partners.

The role reports to the Executive Assistant to the CEO and serves as the primary point of coordination for SLT administrative needs and office operations. Success in this role requires strong judgment, proactive problem-solving, and exceptional organizational skills in a fast-paced, high-performance environment.

Leadership Operations & SLT Support (~75%)

·       Manage complex calendars for designated SLT members, including scheduling, prioritization, and coordination of meetings

·       Coordinate recurring leadership meetings, 1:1s, and group sessions, ensuring logistics are prepared in advance

·       Prepare and distribute meeting agendas, materials, MS Teams links, room reservations, and follow-up communications

·       Draft and send scheduling-related and internal communications on behalf of SLT members

·       Track action items and follow up to support workflow clarity and accountability

·       Maintain organized documentation systems, shared files, and confidential records

·       Coordinate travel arrangements and process expense reports for SLT members

·       Serve as the first point of contact for SLT administrative requests and escalate sensitive, high-priority, or ambiguous matters to the Executive Assistant to the CEO

Office Management & Operations (~25%)

·       Oversee day-to-day office operations to ensure a well-maintained, organized, and welcoming environment

·       Order and manage office supplies, equipment, and technology accessories

·       Coordinate on-site meetings, trainings, and internal events, including logistics, catering, materials, and setup

·       Act as the primary on-site liaison for building management, facilities, maintenance, and security

·       Coordinate travel, lodging, agendas, and hosting needs for visiting partners, candidates, and team members

·       Maintain office documentation, shared calendars, and contact lists

·       Identify and implement operational improvements that enhance efficiency and the overall office experience

Collaboration & Reporting

·       Report directly to the Executive Assistant to the CEO

·       Partner closely with SLT members, employees, and cross-functional teams

·       Support the EA function by maintaining templates, checklists, and standard operating procedures (SOPs)

·       Adhere to established escalation guidelines and leadership support processes

·       2–4 years of experience in executive support, administrative operations, office management, or a related role

·       Experience supporting senior leaders in a fast-paced environment strongly preferred

·       Exceptional organizational and time-management skills with strong attention to detail

·       Clear, professional written and verbal communication skills

·       Ability to manage competing priorities with discretion and sound judgment

·       Proficiency with Microsoft Office (calendar, email, documents); comfort learning new tools

·       Professional demeanor with strong interpersonal skills

·       Ability to maintain confidentiality and handle sensitive information appropriately

Benefits:

·       Competitive salary and benefits package

·       401(k)

·       Wellness reimbursement

·       Opportunities for professional development and career growth.

·       Hybrid work environment promoting work-life balance.