The Executive Secretary to the Board

University of Oklahoma

Norman, OK

ID: 7204497 (Ref.No. if95499)
Posted: January 3, 2024

Job Description

The Executive Secretary to the Board 

The Executive Secretary to the Board (Executive Secretary) is an executive officer and shall serve in the highest-level position within the Office of the Regents. The Executive Secretary will report to the Board of Regents and directly to the Chair of the Board with a dotted reporting line to the University of Oklahoma President or his designee.


The Executive Secretary will provide all support related to the Board's role in fulfilling its responsibilities for any entity in which there is governing responsibility, including the University of Oklahoma, Cameron University, and Rogers State University. The Executive Secretary is responsible for leading, directing, delegating, and assisting with all projects, including matters involving university officials and other university stakeholders as assigned.

Primary Job Duties & Responsibilities

  • Serves as the Board's primary liaison with the President and other senior leaders in institutional planning, policy development, and problem resolution.

  • Serves as principal aide to the Board of Regents, directly handling all day-to-day operational matters, often related to complex and confidential issues, ensuring compliance with university bylaws, policies, and state and federal laws and regulations.

  • Serves as an extension of the Board of Regents on strategic, operational, and administrative matters for internal and external constituencies, including faculty, staff, student governance groups, alumni, and the community.

  • Coordinates with the President and the University’s General Counsel on matters pertaining to University governance.

  • Gathers, researches, analyzes, and studies information affecting university-wide, intradepartmental, or interdepartmental operations and leads special projects as assigned.

  • Responsible for reviewing, presenting and developing materials and supporting documentation in a concise manner, ready for the Board to make informed decisions efficiently and fulfill its fiduciary and oversight responsibilities as appropriate.

  • Coordinates developing and preparing all Board of Regents meetings and Committee meetings agendas and minutes. This shall include identifying and implementing meeting efficiencies, and identifying, maintaining, and distributing the follow-up action items for senior leaders.

  • Coordinates with the Chair of the Board and the President to develop the annual Board of Regents’ office operating budget.

  • Independently researches and prioritizes incoming issues and determines and executes on the appropriate course of action, referral, and response.

  • Maintains strict confidentiality of all discussions with individuals, committees, and Board members without exception. This includes verbal or written exchanges on all substantive topics, including but not limited to personnel, strategic direction, financial decisions, and discussions.

  • Responsible for performing all assigned duties and responsibilities as specified in the Board of Regent’s policy manual and bylaws.

  • Responsible for maintaining all formal records and archives for the Board of Regents.

  • Performs other miscellaneous job-related duties as assigned.

Knowledge, Skills, and Abilities

  • Broad knowledge and understanding of the university and Board of Regents policies and procedures.
  • Ability to exercise sound judgment and full discretion in working with and on behalf of members of the Board of Regents.
  • Ability to work independently; possess sound decision-making skills with an understanding of when to seek direction from the Board.
  • Outstanding interpersonal skills, demonstrated ability to deescalate conflict, and ability to work as a contributing member of a team.

  • Excellent verbal and written communication skills and the ability to work with a wide range of constituencies in a complex community.
  • Advanced knowledge and understanding of the principles, practices, methods, and techniques of planning, forecasting, budgeting, and critical thinking in the analysis/assessment of projects and initiatives.

  • Ability to regularly work non-traditional hours.

Professional Qualifications

  • Master's Degree
  • At least ten (10) years of senior-level experience related to the duties and responsibilities specified.

Preferred Qualifications

  • Juris Doctorate (J.D.) from an American Bar Association accredited law school.

Qualified applicants are requested to submit a cover letter, resume or curriculum vitae and a list of at least three references. 

For Best Consideration apply by February 2, 2023

Inquiries should be addressed to Dorothy Anderson, Vice President of Human Resources and Chief Human Resources Officer, via email: [email protected]

By submitting my application, I certify that all information provided in support of my application for employment is true, correct and does not misrepresent my history or qualifications. I hereby authorize and give my consent to the University to confirm all such information and waive my right to privacy thereto to the extent required to verify relevant background and ability to perform all job-related functions. My consent specifically includes, but is not limited to, my prior job function, work performance, education, criminal record and other job-related issues. I understand that willful falsification or misrepresentation constitutes grounds for denying employment or for dismissal therefrom. If hired by the University, I agree to comply with its employment policies, rules, and regulations.