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Executive Assistant

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Oklahoma City, United States Addison Group Full time

The Executive Assistant provides high-level administrative support to executives within the organization. This role involves managing schedules, organizing meetings, handling communications, and executing various administrative tasks to ensure the executive's effectiveness and efficiency.


Responsibilities:

  • Schedule and coordinate meetings, appointments, and travel arrangements.
  • Ensure the executive's calendar is up-to-date and conflicts are minimized.
  • Screen and prioritize emails, phone calls, and correspondence.
  • Draft, proofread, and send communications on behalf of the executive.
  • Prepare agendas, take minutes, and distribute them.
  • Organize and facilitate meetings, including logistics and technology setup.
  • Plan and book travel itineraries, accommodations, and transportation.
  • Prepare travel expense reports.
  • Maintain and organize confidential files and records.
  • Prepare and edit reports, presentations, and other documents.
  • Handle administrative tasks such as filing, scanning, and copying.
  • Assist in the planning and execution of special projects.
  • Track project progress and follow up on deadlines and deliverables.
  • Oversee office supplies and ensure the office environment is efficient and professional.
  • Coordinate with other departments and external vendors.
  • Plan and coordinate company events, meetings, and conferences.
  • Manage event logistics, including venue selection, catering, and invitations.
  • Build and maintain relationships with internal and external stakeholders.
  • Act as a liaison between the executive and employees, clients, and others.


Qualifications:

  • Minimum of 3+ years of experience as an executive assistant or in a similar role.
  • Excellent organizational and time-management skills.
  • Strong written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to handle confidential information with discretion.
  • Strong problem-solving skills and attention to detail.
  • Ability to work independently and as part of a team.
  • Knowledge of project management tools and techniques is a plus.