Executive Administrator

Osage LLC; Tulsa (OK); Presencial; USD 70.000 - 100.000; Tempo integral

Benefícios oferecidos por esta vaga

401(k)

401(k) matching

Health insurance

Life insurance

Vision insurance

Resumo da vaga

Osage LLC is seeking an Executive Administrator to provide high-level administrative support to the CEO and COO. You will manage calendars, communications, and information flow, acting as a strategic partner to leadership and safeguarding executive time for top priorities.

You will coordinate meetings, prepare materials, track action items, and maintain governance documents, with discretion and professionalism across executive and board engagements.

Qualificações

• 5+ years of executive support or senior admin experience.
• Experience supporting senior leadership preferred.
• Strong proficiency with Microsoft 365 applications.

Responsabilidades

• Serve as gatekeeper for executive calendars, prioritizing commitments.
• Manage executive email workflows and follow-up actions.
• Coordinate travel, registrations, itineraries and logistics.
• Prepare agendas, materials, presentations, and briefings.
• Track action items and deadlines from meetings and comms.
• Maintain master calendar including board meetings and events.
• Coordinate communications with Board, executives, and partners.
• Maintain organized files and governance documents in approved systems.
• Organize information in SharePoint, Teams, and portals.

Conhecimentos

Organizational skills

Proactive mindset

Critical thinking

Written communication

Verbal communication

Judgment and discretion

Dependable and self-directed

Relationship management

Flexibility and adaptability

Formação

High school diploma or equivalent

Associate degree

Bachelor's degree (preferred)

Ferramentas

Microsoft 365

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Descrição da vaga

Osage LLC is seeking an Executive Administrator who provides high-level administrative and organizational support to the Chief Executive Officer and Chief Operating Officer. This role serves as a strategic administrative partner to executive leadership, managing schedules, communications, information flow, and organizational priorities. Acting as a protector of executive time, the Executive Administrator anticipates needs, removes administrative barriers, manages competing demands, and ensures leadership attention remains focused on the organization’s highest-value strategic initiatives. The Executive Administrator serves as a trusted partner by coordinating communications, meetings, records, and administrative processes accurately, efficiently, and professionally.

Essential Duties and Responsibilities

• Serve as the primary gatekeeper for the Executive team calendars, evaluating requests, prioritizing commitments, resolving conflicts, and ensuring executive time is aligned with organizational priorities and strategic objectives.
• Manage executive email workflows, including prioritizing correspondence, drafting communications, tracking follow-up actions, identifying matters requiring executive attention, and redirecting routine matters to the appropriate internal resources when appropriate.
• Evaluate incoming requests, meeting invitations, communications, and issues to ensure matters are directed to the appropriate team member, protecting executive capacity while maintaining responsiveness across the organization.
• Coordinate executive travel arrangements, conference registrations, itineraries, and related logistics.
• Prepare meeting agendas, supporting materials, presentations, and briefing documents for executive leadership.
• Track action items, deadlines, and commitments resulting from meetings and communications.
• Maintain the organizational master calendar, including leadership meetings, board meetings, strategic planning events, corporate milestones, and other key organizational activities.
• Coordinate meeting logistics, calendar invitations, communications, materials distribution, and follow-up for executive meetings, board meetings, and related stakeholder engagements.
• Coordinate executive-level communications, meeting logistics, materials, and follow-up activities involving the Board of Directors, Osage Nation Congress, subsidiary leadership teams, business partners, and other key stakeholders.
• Maintain organized executive files, records, meeting materials, governance documents, and reference information in approved electronic systems.
• Organize and manage information within SharePoint, Teams, board portals, and other approved document repositories to ensure accessibility and version control.
• Administer and maintain executive and corporate administrative accounts, registrations, portals, and related records, including SAM.gov and other government, compliance, and business registration systems.
• Coordinate user access, permissions, renewals, filings, and administrative updates for assigned platforms and portals.
• Draft, proofread, and distribute professional correspondence, reports, notices, and executive communications.
• Support special projects, strategic initiatives, and administrative priorities as assigned by executive leadership.
• Track executive initiatives, assignments, strategic projects, and organizational priorities, ensuring deadlines, deliverables, and follow-up actions remain visible and on schedule.
• Handle confidential, financial, legal, governance, and strategic information with the highest level of discretion and professionalism.

Skills & Attributes

• Exceptional organizational skills with strong attention to detail and follow-through.
• Highly proactive and able to anticipate needs with minimal direction.
• Strong critical-thinking skills with the ability to see both the details and the bigger picture.
• Ability to review complex documents and information, identify key points, and provide clear, concise summaries.
• Able to recognize potential implications, missing information, gaps, dependencies, and roadblocks requiring further attention.
• Resourceful and skilled at researching issues, gathering information, and finding answers.
• Excellent written and verbal communication skills.
• Able to draft professional correspondence and routine communications on behalf of executive leadership.
• Strong judgment with the ability to determine what requires executive attention, what can be handled independently, and what should be redirected to others.
• Highly dependable, responsive, and self-directed.
• Service-oriented and willing to handle both high-level responsibilities and everyday needs that help executives remain focused and productive.
• Able to learn and anticipate executive work styles, routines, preferences, and communication needs.
• Professional and articulate when interacting with board members, elected officials, executives, employees, business partners, and other stakeholders.
• Demonstrates discretion and good judgment when handling confidential or sensitive information.
• Relationship-oriented, approachable, and attentive to the needs of others.
• Flexible and adaptable, with a "nothing is too big or too small" approach to executive support.

Basic Qualifications

• 5+ years of experience in executive support, senior-level administration, business administration, or a comparable professional role.
• Experience supporting senior executives or organizational leadership preferred.
• High school diploma or equivalent required; associate's or bachelor's degree in Business Administration, Communications, Management, or a related field preferred.
• Strong proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience managing complex calendars, scheduling, correspondence, and competing priorities.
• Strong professional writing, proofreading, and document preparation skills.
• Ability to review and synthesize business documents, correspondence, and reports into clear, concise information for leadership.
• Demonstrated ability to work independently, anticipate needs, and manage assignments with minimal direction.
• Experience handling confidential and sensitive business information with discretion.
• Ability to communicate professionally with executives, board members, elected officials, employees, business partners, and other stakeholders.
• Experience with government, corporate, or regulatory portals such as SAM.gov preferred.
• Experience supporting a board of directors, government or tribal organization, or multi-entity organization preferred.
• Ability to occasionally work outside standard business hours or adjust availability to support executive and organizational needs.

Pay:

• 401(k)
• 401(k) matching
• Health insurance
• Life insurance
• Vision insurance

Application Question(s):

• In accordance with 19 ONC § 1-104, hiring preference will be given to qualified applicants who are Osage Nation members. Please indicate below if you or your child are Osage Nation members.