Executive Assistant

AAON; Tulsa (OK); On-site; USD 48,000 - 60,000; Full time

Job summary

AAON is seeking an Executive Assistant to provide high-level administrative support to senior leadership and coordinate business operations. The role manages calendars, travel arrangements, communications, expense reporting, and processes to ensure efficient workflow.

The position requires strong organizational skills, attention to detail, and the ability to handle multiple priorities in a fast-paced environment.

Qualifications

• Requires high school diploma or GED.
• 2+ years of administrative or executive support experience.
• Associate degree in Business Administration or related field preferred.
• Proficient in Excel, PowerPoint, Outlook.
• Experience supporting senior leaders preferred.

Responsibilities

• Provides administrative support to senior leaders, including scheduling meetings and managing calendars.
• Arranges domestic and international travel with transportation, lodging and itineraries.
• Assists travelers with schedule changes and travel disruptions to ensure smooth trips.
• Prepares and processes expense reports per company policies.
• Coordinates meetings, events and visitor schedules with materials and logistics.
• Maintains confidential records and documents with high accuracy and discretion.
• Serves as primary contact for internal/external communications.
• Supports projects by monitoring deadlines and tracking actions.

Skills

Calendar management

Travel coordination

Communication

Discretion

Multitasking

Education

High School Diploma or GED

Associate degree in Business Administration or related field

Tools

Excel

PowerPoint

Outlook

Job description

Job Description

The Executive Assistant provides high-level administrative support to senior leadership and serves as a key resource for coordinating business operations and executive activities. This position manages calendars, travel arrangements, business communications, expense reporting, and administrative processes to ensure efficient workflow and organizational effectiveness. The role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant helps leadership achieve departmental objectives through proactive support, coordination, and communication.

Primary Duties

• Provides administrative support to senior leaders, including scheduling meetings, managing calendars, and coordinating daily activities.
• Arranges domestic and international travel, including transportation, lodging, itineraries, and related travel documentation.
• Assists travelers with schedule changes, travel disruptions, and other travel-related matters to ensure successful business travel.
• Prepares and processes expense reports and supporting documentation in accordance with company policies and procedures.
• Coordinates meetings, events, and visitor schedules, including preparation of materials and logistical support.
• Maintains confidential records, correspondence, reports, and other business documents with a high degree of accuracy and discretion.
• Serves as a primary point of contact for internal and external communications, responding to inquiries and directing requests appropriately.
• Supports departmental projects and administrative initiatives by monitoring deadlines, gathering information, and tracking action items.

Primary Duties May Include, But Are Not Limited To

• Managing and maintaining electronic and physical filing systems.
• Drafting, proofreading, and distributing correspondence, presentations, and reports.
• Coordinating office activities and supporting team administrative needs.
• Maintaining records and ensuring document accuracy and organization.
• Performs other duties as assigned.

Job Requirements

Education and Experience Requirements:

• Requires a high school diploma or General Educational Development (GED) credential;
• 2+ years of administrative, executive support, office coordination, or related experience; Or any combination of education and experience, which would provide an equivalent background.
• Associate degree in Business Administration or a related field preferred.
• Proficient in Microsoft Excel, PowerPoint, Outlook, etc.
• Experience supporting senior leaders preferred.

Disclaimer

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at a time with or without notice. This job description is not an exhaustive list of all functions that the employee may be required to perform, and the employee may be required to perform additional functions. The company reserves the right to revise this job description at any time. The employee must be able to perform the essential functions of the position satisfactorily. If requested, reasonable accommodations may be made to enable employees with disabilities to perform the essential functions of the job, absent undue hardship.