Executive Liaison and Operations Coordinator

Position Summary

Service Oklahoma is hiring for an Executive Liaison and Operations Coordinator. The Executive Liaison and Operations Coordinator relieves executive staff of operational and administrative details and performs administrative functions that require a thorough knowledge of State policies, procedures, and operations and an understanding of the agency's role within the community. The Executive Liaison and Operations Coordinator has regular contact with senior administrators and executives, public and private officials, the media, and constituents. The Executive Liaison and Operations Coordinator exercises initiative and independent judgment in managing the executive office’s schedule and the office’s daily activities as well as the activities of the Licensed Operator Board. The Executive Liaison uses discretion in the dissemination of information to staff and the various stakeholders served by the agency.

Position Responsibilities

This job description describes the general nature and level of work performed by the employee assigned to this position. It should not be construed as an exhaustive list of all required duties, responsibilities and skills.

• Serves as the primary point of contact for legislators and other key stakeholders regarding constituent concerns and agency-related inquiries.
• Handles escalated issues by coordinating with internal teams, ensuring timely and effective resolution, and maintaining clear communication with legislative offices.
• Manages high-priority constituent and VIP concerns by assessing the issue, identifying solutions, and facilitating direct responses from the agency’s executive leadership when necessary.
• Develops and maintains strong working relationships with legislators, government officials, and key external stakeholders to foster trust and collaboration in resolving service-related concerns.
• Manages the executive office’s schedule to provide the most strategic and efficient use of the executive’s time at meetings and events, and to ensure that they are appropriately briefed for all occasions.
• Coordinates the flow of incoming communications and outgoing communications, ensuring prompt responses or follow through on requests for decision and action.
• Researches and draft written responses and, when appropriate, review communications prepared by others for signature by executive.
• Coordinates agenda, meeting minutes and schedules for the Licensed Operator Board
• Oversees general office operations.
• Works with Human Resources and IT to onboard new hires.
• Provide general support to visitors.
  
  

This position may be expected to cross-train in other sections of their division and perform the job duties in each section, based on the needs of the agency.

Knowledge, Skills, & Abilities

• Exceptional problem-solving skills with the ability to navigate complex constituent issues and facilitate resolutions efficiently.
• Strong interpersonal skills with experience handling high-profile or sensitive situations professionally and diplomatically.
• Ability to manage multiple urgent priorities and work under pressure while maintaining discretion and confidentiality.
• Ability to create PowerPoint slides and presentations.
• Excellent writing skills and proven track record of collecting, synthesizing and structuring multiple sources of information and analysis in various formats to inform actions.
• Excellent oral communication and interpersonal skills.
• Excellent data and computer skills, particularly with the Microsoft Windows suite of products – Word, Excel, PowerPoint.
• Detail-oriented with excellent organizational and analytical skills.
• Strong initiative and ability to anticipate, multitask and prioritize without direct supervision.
• Demonstrated ability to complete tasks in a timely manner and under the pressure of tight deadlines and to work both independently and as part of a team.
• Project management capability to help a group of individuals achieve an outcome on a timeline.
• Ability to creatively think about and approach problems and assigned projects.
• Mature interpersonal style and ability to interact well with a diverse group of internal and external stakeholders.
• Commitment to the agency’s goals and objectives.
• Experience working in or with government or non-profit organizations preferred.
• Ability to cope with stress related to standard job functions, including but not limited to meeting deadlines, receiving customer complaints and finding resolutions to the same, interactions with internal and external clients, multi-tasking and ability to handle high volume of work assignments.
• Effective communication with ability to build consensus; demonstrate effective verbal and written communication skills and professional presentation skills.
• Maintain the highest standard of confidentiality, discretion and professional integrity.
  
  

Education & Experience

• An bachelors degree in any related field,
• OR 2 years of experience in business, or a closely related field,
• OR equivalent combination of education and experience.
  
  

Special Requirements

• The schedule for this position may vary and require flexibility, including some early or late shifts, weekends, and occasional overtime, based on the needs of the agency.
• This position may require occasional travel. The employee must be willing and able to perform all job-related travel. State vehicles may be available, but reliable transportation may be required for local travel.
• This position works in a comfortable office setting with a computer for a large percentage of the workday.
• This position requires employees to be able to stand up to eight hours a day and lift 10-50 pounds on a regular basis, with assistance as needed.
  
  

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.