Executive Administrative Assistant

4 weeks ago

Oklahoma City, United States BC Clark Jewelers Full time

Position: Executive Administrative Assistant

Location: Oklahoma City, On-Site

Reports To: CEO and President

Compensation: DOE


Overview:

We are seeking an organized, proactive, and professional Executive Administrative Assistant to provide comprehensive administrative support to our executive team. This role is critical in ensuring smooth day-to-day operations, effective communication, and exceptional employee experiences. The ideal candidate is a natural multitasker with a passion for coordination and a strong attention to detail.


Key Responsibilities:

 

Administrative Support

  • Reporting and Documentation: Generate, organize, and distribute executive reports, ensuring accuracy and timeliness. Type and take minutes for meetings, capturing key points and action items.
  • Mail and Correspondence Management: Sort, distribute, and manage incoming and outgoing mail, ensuring prompt and organized delivery of all materials.
  • Supplies and Inventory: Order and maintain office supplies, including business cards, ensuring all team members have the necessary resources.


Event and Program Coordination

  • Employee Recognition: Prepare and distribute birthday, work anniversary, and holiday cards, along with gift cards, to celebrate and acknowledge employees and their milestones.
  • Monthly Staff Lunches and Store Events: Coordinate monthly staff lunches, arranging catering or reservations. Assist with logistics and execution of store open houses and special company events.
  • Corporate Gifting: Act as a corporate liaison, sending flowers and cards to clients, employees, or partners as needed, fostering positive relationships.


Travel and Scheduling

  • Travel Arrangements: Assist in planning and coordinating executive travel, including flights, accommodations, and ground transportation. Ensure all itineraries are clearly communicated and documented.
  • Meeting Coordination: Schedule and set up meetings, including room reservations, equipment setup, and distribution of relevant materials.


Inter-departmental Support

  • Employee Benefits Programs: Collaborate with HR to manage employee engagement programs, such as distributing tickets to events (e.g., Thunder games, Myriad Gardens) and coordinating employee sign-ups.
  • Community Engagement: Support donation coordination, maintaining records, and handling communication with local organizations and partners.

 

Other Duties as Assigned


Qualifications:

  • A minimum of 5+ years as an Executive Assistant, Administrative Assistant, or in a similar role supporting C-Suite level executives is required.
  • Strong proficiency in Microsoft Office Suite (with strong focus in Excel).
  • Must have strong writing skills, with the ability to draft clear, concise, and professional letters.
  • Excellent organizational and multitasking abilities with a keen attention to detail.
  • Strong interpersonal skills with the ability to communicate effectively at all levels.
  • Professional and courteous demeanor with a proactive approach to problem-solving.
  • Bachelors degree preferred.

 

Work Environment:

Join the BC Clark family and experience the vibrancy of working in the heart of Downtown Oklahoma City. As Oklahoma’s oldest jeweler, BC Clark combines a rich history with a modern, luxury retail environment. Our downtown location places you in a dynamic setting surrounded by the best of OKC’s dining, art, and culture, with scenic views and easy access to the Myriad Gardens, historic Bricktown, and local events. Working with BC Clark means being part of a team dedicated to excellence, attention to detail, and creating memorable experiences for clients. The ideal candidate will thrive in this fast-paced environment, where each day brings opportunities to contribute to BC Clark’s legacy of exceptional service and community involvement.


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