Administration - Executive Administrative Assistant 120-1001

CommunityCare, Inc.; Tulsa (OK); On-site; USD 42,000 - 65,000; Full time

Job summary

CommunityCare, Inc. is seeking an experienced Executive Assistant to support its top executives in Tulsa, OK. The role centers on scheduling, travel arrangements, meeting prep, and confidential correspondence, ensuring smooth day-to-day operations.

You will prepare minutes, reports, and presentations using Word and graphics tools, while maintaining strict confidentiality and professional communication with all stakeholders.

Qualifications

• Proficiency with personal computers and Microsoft Office, especially Word, and scheduling software.
• Excellent oral and written communication skills with ability to take accurate meeting minutes.
• Ability to work discreetly with confidential information and maintain professional relationships.
• Health Care Sanctions and Department of Insurance background checks completed successfully.

Responsibilities

• Schedules, coordinates and organizes meetings for Executive Level Officers.
• Transcribes and prepares correspondence, reports, minutes and presentations.
• Maintains confidential information and reports for management review.
• Receives and screens calls; coordinates travel arrangements for personnel.
• Maintains department office supplies and supports various committees.

Skills

Microsoft Office

Word

Scheduling

Oral & written communication

Discretion/Confidentiality

Education

High School diploma

College degree or experience preferred

Tools

Scheduling software

Graphics software

Job description

JOB SUMMARY:

Responsible for providing assistance to Executive Level Officer(s) on all scheduling, travel arrangements, meeting preparation, report compilations and special projects. Provides administrative support including all private correspondence and maintaining confidential files and records for Executive Level Officer(s).

KEY RESPONSIBILITIES:

• Schedules, coordinates and organizes various meetings for Executive Level Officer(s).
• Transcribes and prepares correspondence, memorandums, reports, meeting minutes and audiovisual presentations using Microsoft Word, and graphics software/equipment.
• Organizes, compiles, distributes, and maintains various types of confidential information, materials, and reports required for management review.
• Receives, screens and telephone calls contact for Executive Level Officer(s) as necessary.
• Coordinates all travel arrangements for company personnel.
• Performs other duties including maintaining department office supplies; training, relief for main switchboard; assisting various committees in planning and organizing employee activities; and maintaining and distributing materials.
• Communication and interpersonal skills need to represent CommunityCare's brand and image.
• Performs other duties as required.

QUALIFICATIONS:

• Proficiency in the use of personal computers, Microsoft Office, especially Word, graphics and scheduling software.
• Must have excellent oral and written communication skills including ability to keep accurate minutes of meetings.
• Ability to establish and maintain effective working relationship with individuals at all levels of the company, including outside executives or disgruntled customers.
• Successful completion of Health Care Sanctions background check.
• Successful completion of Department of Insurance background check.
• Ability to converse and write fluently in English.

EDUCATION/EXPERIENCE:

• High School diploma required. College degree or equivalent experience preferred.
• Minimum five years related clerical/office administration experience with at least 4 years working for Executive Level Officer individual preferred.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Ability to interact with multiple levels of management with professionalism and discretion while maintaining confidentiality.
• Project management skills preferred.