Executive Assistant

About the role

Reporting to the Director of Special Projects, this role serves as a trusted partner to the Executive Vice President of Operations, ensuring priorities, schedules, and key initiatives remain organized and on track. The position is based in the Oklahoma City corporate office with an expectation to be onsite five days per week.

Responsibilities

• Manage and maintain the EVP’s complex and frequently changing calendar, ensuring priorities, meetings, and commitments are strategically scheduled and coordinated
• Coordinate all travel arrangements including transportation, lodging, itineraries, and meeting logistics, while proactively addressing potential scheduling conflicts or disruptions
• Prepare, update, and distribute meeting agendas, briefing materials, presentations, and other executive documents to ensure the EVP is well-prepared for meetings and engagements
• Track action items, deadlines, and key initiatives on behalf of the EVP, ensuring timely follow-up and completion
• Serve as a liaison between the EVP and departments reporting to Operations, facilitating communication, coordination, and alignment on priorities and projects
• Draft, edit, and proofread executive correspondence, reports, presentations, and other communications on behalf of the EVP
• Coordinate and support executive meetings, leadership meetings, and special projects, including documenting key decisions and action items
• Screen and prioritize communications, inquiries, and requests, exercising sound judgment in determining appropriate responses and escalation needs
• Develop and maintain effective working relationships with executive leaders, internal stakeholders, board members, community partners, and external vendors
• Handle confidential, sensitive, and proprietary information with the highest level of discretion and professionalism
• Anticipate the EVP’s needs and proactively identify opportunities to improve efficiency, organization, and effectiveness
• Support cross-functional initiatives by coordinating activities, gathering information, and ensuring follow-through across departments
• Manage expense reports, purchasing requests, and other administrative processes in accordance with organizational policies
• Organize and maintain electronic and physical records, ensuring information is accurate, accessible, and secure
• Perform other executive support and special project duties as assigned

Education & Experience

• Bachelor’s degree in Business Administration, Human Resources, Communications, or a related field preferred; equivalent combination of education and relevant executive administrative experience may be considered
• 5 – 8 years of progressively responsible administrative experience, including direct support of senior executives (VP level or above)

Knowledge, Skills, Or Abilities

• Understanding of executive-level administrative practices and office operations
• Experience coordinating complex calendars, travel arrangements, meeting logistics, and executive-level events
• Ability to manage details while maintaining a strategic view of executive priorities and organizational objectives
• Strong verbal and written communication skills, including the ability to draft, edit, and proofread executive correspondence and presentations
• Exceptional organizational, planning, and prioritization skills with the ability to manage multiple priorities and deadlines simultaneously
• Understanding of confidentiality standards, privacy requirements, and data protection protocols
• Working knowledge of office productivity platforms such as Microsoft 365, Outlook, Teams, PowerPoint, Excel, and SharePoint
• Proven ability to anticipate needs, identify potential challenges, and proactively implement solutions