Administrative Assistant

LegalShield; Duncan (OK); On-site; USD 40,000 - 60,000; Full time

Job summary

A leading legal services provider is seeking an Administrative Assistant to support the Operations Leadership Team. This role includes managing executive schedules, coordinating travel arrangements, and facilitating communication with stakeholders. The ideal candidate has 5+ years of administrative experience, strong organizational skills, and the ability to work in a fast-paced environment. This position offers full-time employment in Oklahoma.

Qualifications

• 5+ years of experience as an Executive Assistant or in a similar high-level administrative role.
• Strong organizational, multitasking, and time-management skills.
• Ability to work in a fast-paced environment.

Responsibilities

• Manage appointments, meetings, and events for the executive.
• Coordinate travel arrangements including itineraries and accommodations.
• Interface with internal and external stakeholders.

Skills

Strong organizational skills

Excellent written and verbal communication skills

Multitasking ability

Time-management skills

Discretion and confidentiality

Adaptability

Education

High School Degree

Tools

Office productivity software

Job description

Job Summary

The Administrative Assistant to the Operations Leadership Team provides high-level administrative and project support to ensure the smooth operation of the division. This role manages complex scheduling, travel, and communications while serving as a trusted liaison between executives, staff, and external partners. With strong organizational skills and attention to detail, the coordinator anticipates needs, supports key initiatives, and drives efficiency across the team.

Responsibilities

As the Administrative Assistant to the Operations leadership team, you’ll play a critical role in ensuring the smooth functioning of the Operations division. This role requires a meticulous individual with strong organizational and communication skills, a high level of discretion, and the ability to manage multiple tasks in a fast-paced environment. You\'ll work closely with senior leaders, support cross-functional initiatives, and be a key contributor to the overall success of the team.

This role will be the architect of the operations executive\'s schedule, meticulously coordinating appointments, meetings, and events. The ability to prioritize and optimize the executive\'s time is instrumental in maintaining productivity. From flight bookings to hotel accommodations, the executive coordinator will be responsible for seamlessly organizing the executive\'s travel arrangements. The attention to detail ensures smooth business trips and timely reimbursement processes.

This role extends to the orchestration of meetings, where this position will prepare materials, take minutes, and facilitate effective communication. The support in post-meeting follow-ups ensures that decisions turn into actionable outcomes.

The organization\'s information hub, this position will manage both physical and digital documents with confidentiality and precision. The role as the custodian of information guarantees accessibility and order within the executive\'s workspace.

Under direct supervision, this role will collaborate with the executive on various projects, conducting research and preparing presentations. This role’s proactive involvement ensures project milestones are met with efficiency and accuracy.

Serving as a liaison between the executive and internal/external stakeholders, this position will cultivate positive relationships. The professionalism and interpersonal skills contribute to a harmonious work environment.

Behind the scenes, the executive coordinator will manage office logistics, ensuring the smooth flow of supplies and the proper functioning of equipment. The attention to detail in handling daily tasks contributes to the overall operational efficiency of the Operations Team.

Anticipating challenges, this role will provide solutions to issues that may arise in the executive\'s day-to-day operations. Your ability to troubleshoot and think on your feet is a valuable asset.

With a forward-thinking mindset, this role will identify opportunities to improve processes, enhance efficiency, and stay abreast of industry trends.

Performance Outcomes

Administrative Support

• Schedule and manage appointments, meetings, and events for the executive.
• Coordinate travel arrangements, including itineraries, accommodations, and expense reports.
• Act as a gatekeeper for phone calls, emails, and other forms of communication.
• Prepare and edit documents, letters, reports, and other correspondence.
• Manage the executive\'s calendar, ensuring optimal use of time and prioritization.
• Attend meetings, take minutes, and provide follow-up summaries or action items.
• Maintain organized filing systems for both physical and digital documents.
• Handle office logistics, including ordering supplies and managing office equipment.

Communication and Relationship Management

• Interface with internal and external stakeholders, including clients, partners, and team members.
• Build and maintain positive relationships on behalf of the executive.
• Serve as a liaison between the executive and various stakeholders.
• Ensure clear and timely communication on behalf of the executive.
• Draft, proofread, and edit documents to maintain a professional image.
• Handle sensitive information with discretion and confidentiality.
• Act as a point of contact for inquiries and information requests.
• Foster a positive and collaborative work environment.

Project Assistance and Problem Solving

• Support the executive in various projects by conducting research and gathering data.
• Prepare materials and presentations for meetings and projects.
• Anticipate and address challenges or conflicts proactively.
• Provide solutions to issues that may arise in the executive\'s day-to-day responsibilities.
• Identify opportunities to enhance efficiency and streamline processes.
• Collaborate with other team members to facilitate project milestones.
• Stay informed about industry trends and best practices.
• Contribute to continuous improvement by suggesting enhancements to existing processes.

Education, Knowledge, and Experience

• High School Degree required.
• 5+ years of experience as an Executive Assistant or in a similar high-level administrative role.
• Strong organizational, multitasking, and time-management skills.
• Excellent written and verbal communication skills.
• Proficient in using office productivity software and tools.
• Discretion and confidentiality in handling sensitive information.
• Adaptability and ability to work in a fast-paced environment.

FLSA Status

Non Exempt

Additional Information: Location: Ada

Department: 9372 Lawyer Services

Time Type: Full time

Commitment to Equal Opportunity

PPLSI conforms to all the laws, statutes, and regulations concerning equal employment opportunities. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, status as a protected veteran, and basis of disability or any other federal, state or local protected class. We prohibit retaliation against individuals who bring forth any concerns, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any concerns or otherwise oppose discrimination.

If you require a reasonable accommodation to complete the application process, please contact Human Resources at: [e-mail]