Executive Assistant

This is a fully remote position, open to applicants in Oklahoma, +1 more state.

📋 Description

• Oversee and organize executive calendars for the CEO and COO.

• Arrange meetings, conference calls, appointments, and virtual events.

• Proactively identify scheduling conflicts and propose solutions.

• Create meeting agendas, reports, presentations, and necessary materials.

• Compose correspondence, internal communications, and executive-level documents.

• Monitor and assist in prioritizing incoming communications and requests.

• Handle confidential and sensitive information with discretion.

• Participate in meetings and record notes, decisions, and action items.

• Track assignments, deadlines, and follow-up tasks.

• Provide support for leadership meetings and strategic initiatives.

• Facilitate communication and follow-up among members of the leadership team.

• Organize travel arrangements and develop itineraries.

• Manage travel expenses and reimbursement submissions.

• Assist with executive conferences, industry events, and travel between offices.

• Coordinate document reviews, approvals, and electronic signatures.

• Prepare reports, spreadsheets, and presentations.

• Aid in expense reporting, invoice processing, and administrative workflows.

• Maintain records and organizational systems to support executive operations.

• Act as a professional point of contact for executives, leadership, clients, vendors, and business partners.

• Assist with executive communications and company announcements.

⛳️ Requirements

• Outstanding organizational and time management skills.

• Strong written and verbal communication skills.

• Exceptional attention to detail and accuracy.

• Capability to prioritize competing demands in a fast-paced environment.

• Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

• Ability to maintain confidentiality and manage sensitive information appropriately.

• Prior experience supporting multiple executives simultaneously is preferred.

• Background in a legal, financial services, mortgage servicing, or professional services environment is preferred.

• Experience in coordinating projects and managing deadlines is preferred.

• Familiarity with event planning, travel coordination, and support for leadership meetings is preferred.

• Strong judgment and decision-making capabilities.

• Ability to anticipate needs and independently solve problems.

• Exceptional follow-through and accountability.

• Professional demeanor and executive presence.

• Strong interpersonal and relationship-building skills.

• Ability to work effectively with individuals at all levels within the organization.

• Comfortable managing multiple projects and adapting to changing priorities.

🏝️ Benefits

• Competitive salary and performance-based incentives.

• Comprehensive health, dental, and vision insurance plans.

• Generous paid time off and holiday policies.

• Opportunities for professional development and growth.

• Supportive and collaborative work environment.