Job Order: Executive Assistant (Senior Leadership Support)

Position Title: Executive Assistant
Employment Type: Direct Hire | Full-Time
Location: Oklahoma City Metro (Onsite)
Reports To: Senior Leadership (Executive-Level)
Industry: Professional Services / Corporate Operations
Target Start: ASAP / Flexible

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Position Overview

Our client is seeking a highly organized, proactive Executive Assistant to provide strategic administrative support to senior leadership within a fast-paced, professional environment. This role enables executives to remain focused on high-level priorities by managing complex schedules, communications, projects, and operational details with discretion and precision.

The ideal candidate is service-oriented, detail-driven, and thrives in a dynamic setting where priorities shift quickly. This position requires strong judgment, initiative, and the ability to anticipate leadership needs before they arise.

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Key Responsibilities

• Manage executive calendars, schedule meetings, and coordinate complex travel arrangements.

• Organize and support meetings, including logistics, materials, and meal coordination.

• Prepare, edit, and format correspondence, presentations, reports, and internal communications.

• Handle sensitive and confidential information with the highest level of discretion.

• Serve as a liaison between executives, internal teams, and external contacts.

• Conduct research, compile data, and prepare reports to support leadership decision-making.

• Assist with project coordination, tracking action items and ensuring deadlines are met.

• Plan and execute internal events and employee engagement activities, managing all logistics.

• Coordinate onboarding activities for new employees, including:

• Equipment and technology requests

• System and software access

• Scheduling onboarding meetings and training

• Maintain organized document and data management systems using shared drives and standardized naming conventions.

• Manage office operations including supplies, equipment maintenance, and new equipment orders.

• Prepare invoices, expense reports, and administrative documentation for processing.

• Interface with IT, facilities, and technology support teams on behalf of the department.

• Distribute tickets or materials related to company-sponsored events as needed.

• Ensure office and workspaces remain organized, efficient, and professional.

• Anticipate executive needs and proactively resolve potential issues.

• Perform additional administrative and operational duties as assigned.

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  Required Qualifications

  • Minimum of 3+ years of experience as an Executive Assistant or in a comparable administrative support role.

  • Demonstrated ability to support senior or executive-level leadership.

  • Exceptional organizational, time management, and prioritization skills.

  • Strong written and verbal communication skills.

  • High attention to detail with strong follow-through and accountability.

  • Proven ability to manage multiple priorities in a fast-paced environment.

  • Strong judgment, professionalism, and discretion in handling confidential information.

  • Proactive, solutions-oriented mindset with the ability to anticipate needs.

  • Comfortable working independently with minimal oversight.

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  Technical Skills

  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

  • Experience with task management or project tools (e.g., Asana or similar).

  • Comfortable navigating shared drives, document management systems, and collaboration tools.

  • Ability to interface effectively with IT and facilities teams.

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  Preferred Attributes

  • Positive, service-oriented attitude with a genuine desire to support others.

  • Calm under pressure with strong problem-solving skills.

  • Adaptable and flexible in a changing environment.

  • Professional presence and polished communication style.

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  Compensation & Benefits

  • Pay Range: Competitive; dependent on experience.

  • Comprehensive benefits package available.

  • Stable, professional work environment with executive visibility.

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  Additional Notes for Recruiters

  • This is a true Executive Assistant role supporting senior leadership 

  • Discretion, anticipation, and executive presence are critical.

  • Strong tenure and reliability will be heavily weighted.

  • Ideal candidates often come from corporate, professional services, finance, healthcare, or executive support environments.
    
    #adm #ind