Executive Assistant
7 days ago
Tulsa
Job Description Compensation: $80,000 – $115,000 annually (DOE) Location: Tulsa, OK Benefits: This position is eligible for medical, dental, vision and 401(k). Position Overview We are seeking a highly experienced, proactive, and detail-oriented Executive Assistant to support a Vice President within a fast-paced environment. This is a high-level role requiring exceptional organizational skills, discretion, business acumen, and the ability to anticipate needs before they arise. This position operates with a 90/10 split between business and personal responsibilities. The ideal candidate is polished, adaptable, resourceful, and thrives in a dynamic, deadline-driven industry. Key Responsibilities Executive & Business Support (Approx. 90%) • Manage complex and ever-changing calendars, including prioritizing meetings, resolving conflicts, and ensuring optimal time management, • Oversee email management, including drafting responses, flagging priority communications, and maintaining inbox organization, • Track and monitor project goals, KPIs, and performance metrics; provide regular updates and dashboards to the Vice President, • Prepare reports, presentations, briefing documents, and meeting materials, • Coordinate internal and external meetings, including agenda preparation and follow-ups, • Serve as a liaison between the VP and internal teams, clients, vendors, and project stakeholders, • Monitor project timelines and proactively communicate critical updates or potential issues, • Assist with contract tracking, document management, and project-related administrative needs, • Support strategic planning initiatives and special projects, • Coordinate travel arrangements for business (flights, lodging, transportation, itineraries), • Maintain strict confidentiality across all business matters, • Anticipate executive needs and provide proactive solutions to increase efficiency Personal Support (Approx. 10%) • Coordinate personal travel arrangements for the VP and family (flights, accommodations, transportation, itineraries), • Manage personal scheduling as needed, • Place grocery and household orders via platforms such as Instacart, • Handle occasional personal errands and vendor coordination, • Assist with reservations, appointments, and special event planning Qualifications • 5–10+ years of experience supporting senior executives (Vice President, C-Suite, or equivalent), • Experience in construction, engineering, or project-based industries strongly preferred, • Demonstrated experience tracking KPIs, project metrics, or operational reporting, • Exceptional organizational and time management skills, • Strong written and verbal communication skills, • Advanced proficiency in Microsoft Office Suite (Excel, Outlook, PowerPoint, Word), • Ability to handle sensitive information with discretion and professionalism, • Proven ability to work independently and make sound judgment calls, • Highly adaptable in a fast-paced, deadline-driven environment