Executive Assistant

Addison Group; Oklahoma City (OK); On-site; USD 42,000 - 66,000; Full time

Job summary

Addison Group is seeking a highly organized Executive Assistant to provide comprehensive administrative and operational support to a Vice President. This role involves managing calendars, meetings, travel, and confidential information with discretion.

The successful candidate will communicate effectively, anticipate needs, and work independently in a fast-paced environment while representing the company professionally to executives, employees, clients, and partners.

Qualifications

• 3+ years of experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar role.
• Experience supporting an executive, Vice President, Director, or senior leader preferred.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities with exceptional attention to detail.
• Ability to manage multiple priorities and deadlines while maintaining accuracy.
• Professional demeanor and strong interpersonal skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to quickly learn and utilize new software, systems, and technology.

Responsibilities

• Provide high-level administrative and organizational support to the Vice President.
• Manage and maintain a complex calendar, including meetings and commitments.
• Coordinate meetings, prepare agendas, gather materials, and document notes or action items.
• Handle correspondence, emails, calls, and communications with discretion.
• Prepare, edit, format reports and presentations.
• Coordinate travel arrangements, domestic and international when needed.
• Support planning of executive meetings, events, and conferences.
• Track deadlines and follow-up items to ensure timely completion.

Skills

Executive support

Calendar management

Travel coordination

Communication

Organizational skills

Discretion

Tools

Outlook

Word

Excel

PowerPoint

Job description

We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative and operational support to a Vice President. This position will serve as a key partner to the executive, helping manage schedules, communications, meetings, projects, and day-to-day priorities.

The ideal candidate is an exceptional communicator who can anticipate needs, manage multiple priorities, handle confidential information with discretion, and work independently in a fast-paced business environment. The Executive Assistant will interact with executives, employees, clients, vendors, and other business partners and must represent the company with professionalism at all times.

Responsibilities

• Provide high-level administrative and organizational support to the Vice President.
• Manage and maintain a complex calendar, including scheduling meetings, appointments, conference calls, and business commitments.
• Coordinate meetings, prepare agendas, gather necessary materials, and document and distribute meeting notes or action items.
• Manage incoming correspondence, emails, phone calls, and other communications, prioritizing items requiring executive attention.
• Prepare, edit, proofread, and format reports, presentations, correspondence, spreadsheets, and other business documents.
• Coordinate domestic and occasional international travel arrangements, including flights, hotels, transportation, and itineraries.
• Assist with planning and coordinating executive meetings, company events, conferences, and business functions.
• Track important deadlines, follow-up items, projects, and commitments to ensure timely completion.
• Assist the Vice President with special projects, research, presentations, and other strategic initiatives.
• Coordinate communication and follow-up between the Vice President and internal departments, clients, vendors, and business partners.
• Maintain organized electronic and physical files and ensure important documents are easily accessible.
• Handle sensitive and confidential company and employee information with a high level of discretion.
• Prepare expense reports, process invoices, and assist with other administrative and financial tracking as needed.
• Help coordinate projects across multiple departments and follow up with team members on outstanding items.
• Anticipate the Vice President's needs and proactively identify ways to improve organization, efficiency, and productivity.
• Serve as a professional representative of the Vice President and company when interacting with internal and external contacts.
• Perform other administrative and special project responsibilities as assigned.

Qualifications

• 3+ years of experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar administrative role.
• Previous experience supporting an executive, Vice President, Director, or other senior-level leader strongly preferred.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities with exceptional attention to detail.
• Ability to manage multiple priorities and deadlines while maintaining accuracy.
• Strong judgment and ability to prioritize tasks based on urgency and importance.
• Ability to work independently, anticipate needs, and take initiative.
• Professional demeanor and strong interpersonal skills.
• Demonstrated ability to handle confidential and sensitive information appropriately.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to quickly learn and utilize new software, systems, and technology.
• Strong problem-solving skills and the ability to adapt to changing priorities.