Express Employment Professionals is hiring: Executive Assistant in Tulsa

Job Description

Our client is needing an Executive Assistant to the CEO. The Executive assistant acts as the CEO's right-hand person, providing high-level administrative support by managing their complex schedule, handling critical communications, preparing for meetings, coordinating travel arrangements, and overseeing projects, all while maintaining confidentiality and representing the CEO's image with professionalism and discretion; requiring exceptional organizational skills, strong communication abilities, and the ability to anticipate needs and proactively address issues.

Key Responsibilities:

1. Calendar Management: Proactively manage the CEO's calendar, scheduling meetings, appointments, and calls while considering time zone differences and priorities.
2. Communication Management: Screen and prioritize incoming calls, emails, and correspondence, effectively communicating key information to the CEO and responding on their behalf when appropriate.
3. Meeting Preparation: Prepare agendas, gather necessary materials, and coordinate logistics for internal and external meetings.
4. Travel Arrangements: Plan and coordinate all aspects of domestic and international travel, including booking flights, accommodations, transportation, and itineraries.
5. Project Management: Take ownership of specific projects assigned by the CEO, including research, data analysis, and follow-up actions.
6. Presentation Preparation: Develop presentations and supporting materials for the CEO to use in meetings and conferences.
7. Relationship Management: Build and maintain positive relationships with key internal and external stakeholders on behalf of the CEO.
8. Expense Reporting: Track and submit expense reports in accordance with company policies.

Required Skills and Qualifications:

1. Exceptional Communication Skills: Excellent written and verbal communication skills to effectively interact with diverse individuals at all levels.
2. Strong Organizational Skills: Ability to prioritize tasks, manage multiple deadlines, and work efficiently under pressure.
3. Proficiency in Microsoft Office Suite: Expertise in Microsoft Outlook, Word, Excel, and PowerPoint for managing schedules, creating documents, and generating reports.
4. Discretion and Confidentiality: Ability to handle sensitive information with the utmost confidentiality.
5. Anticipatory Thinking: Proactive approach to identifying potential issues and taking necessary actions to prevent problems.
6. Professionalism and Courtesy: Maintain a polished demeanor and positive attitude when interacting with internal and external contacts.