Executive Assistant

MTN SYSTEMS LLC; Tulsa (OK); On-site; USD 52,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, vision

401k with company match

Paid training

Job summary

MTN Automotive Training Systems in Tulsa, OK is seeking an Executive Assistant to support our executive leadership with high-level administrative tasks, calendar management, travel coordination, and correspondence. The role requires a proactive, detail-oriented professional who can maintain confidentiality and operate with strong professionalism.

You will draft emails, prepare reports and documents, schedule meetings, host guests, and assist with onboarding and internal processes.

Qualifications

• Experience providing high-level administrative support to executives.
• Proficient in calendar management, travel bookings, and meeting coordination.
• Excellent written and verbal communication; professional demeanor.
• Ability to maintain confidentiality and handle sensitive information.
• Proactive, self-motivated, and detail-oriented.

Responsibilities

• Draft emails, memos, contracts, and reports for senior leadership.
• Arrange travel and accommodations for executives and teams.
• Coordinate meetings, prepare agendas, and take minutes.
• Manage calendars, scheduling conflicts, and reminders.
• Maintain filing systems and assist with basic bookkeeping.

Skills

Executive support

Calendar management

Travel coordination

Email drafting

Confidentiality

Tools

CRM

Bookkeeping

Job description

MTN Automotive Training Systems is looking for an Executive Assistant to join our team!MTN Automotive Training Systems is a growing automotive training and consulting company dedicated to helping dealerships and their teams improve performance through innovative training, technology, and proven processes. Our team is fast-paced, collaborative, and focused on providing an exceptional experience for our clients while continuing to grow and evolve as a company.We are looking for a highly organized, dependable, and proactive Executive Assistant to work closely with our executive leadership team. This individual will play an important role in keeping daily operations organized and supporting our leaders and team through scheduling, communication, travel coordination, meetings, events, and other administrative responsibilities.Job SummaryThe Executive Assistant provides high-level administrative support to MTN's executive leadership and team. This position is responsible for coordinating schedules, communications, travel, meetings, records, hospitality, and other administrative functions while maintaining a high level of professionalism, confidentiality, accuracy, and responsiveness.Essential Duties & ResponsibilitiesProvide high-level administrative support and assistance to senior leadership.Draft and prepare emails, memos, invoices, reports, contracts, and other documents on behalf of senior leadership.Arrange travel and accommodations for senior leadership and team members.Coordinate and schedule meetings, appointments, and travel for the executive team.Attend meetings with or on behalf of senior leadership, take notes, and record and distribute meeting minutes as needed.Monitor incoming communications and memos on behalf of senior leadership, determine priority, and summarize or distribute information to appropriate team members.Maintain daily awareness of executive calendars, identify scheduling conflicts or priorities, and communicate necessary adjustments.Organize and maintain the MTN team calendar and assist with scheduling and coordination of work.Prepare agendas, schedules, materials, and other documentation for meetings.Perform general office duties, including maintaining records, ordering supplies, stocking executive offices, and assisting with basic bookkeeping functions.Manage and maintain MTN's receipt tracking and documentation system.Maintain communication records and assist with the accuracy and upkeep of the CRM for senior leadership.Welcome, direct, and host visitors, clients, and business partners in a professional manner.Maintain organized digital and physical filing systems.Retrieve information from records, emails, and other documents and prepare written summaries when requested.Respond to and resolve administrative inquiries and questions.Coordinate MTN hospitality events, including meeting organization, food arrangements, setup and tear-down, and pickup or delivery of food and related items.Develop a basic working knowledge of MTN processes and products and assist with training on MTN products and associated vendor products as needed.Assist with onboarding new team members.Be available by phone or text when needed to support executive scheduling and time-sensitive matters.Participate in periodic travel with the executive team.Perform additional duties and special projects as assigned by executive leadership.Key Characteristics & SkillsSound judgment and discernmentHigh level of integrityStrong attention to detailDiscretion and ability to maintain confidentialityPunctual and dependableFlexible and adaptablePersonable with strong interpersonal skillsSelf-motivatedProactive and willing to take initiativeStrong problem-solving and critical-thinking skillsProfessional demeanorExcellent written and verbal communication skillsHighly organizedStrong time-management skillsAbility to prioritize and manage multiple responsibilitiesResourcefulAccountable and committed to following throughComfortable working independentlyCollaborative and team-orientedCoachable and receptive to feedbackPhysical RequirementsThe physical requirements described below are representative of those necessary to successfully perform the essential functions of this position, with or without reasonable accommodation.Ability to remain in a seated or standing position for extended periods while performing administrative and computer-based work.Ability to frequently use a computer, keyboard, telephone, and other standard office equipment.Ability to move throughout the office and between meeting or event spaces as needed.Ability to bend, reach, stoop, and perform other movements associated with organizing files, supplies, meetings, and events.Ability to lift, carry, push, or move office supplies, meeting materials, food, packages, and similar items weighing up to 25 pounds.Ability to assist with the setup and tear-down of meetings, hospitality events, and office functions.Ability to operate a motor vehicle as needed for business-related errands, pickups, deliveries, or travel.Ability to travel periodically by vehicle and/or air with members of the executive team.Ability to communicate effectively in person, by telephone, electronically, and in group or meeting settings.Ability to perform work requiring sustained attention to detail and extended periods of computer use.We offer Excellent Compensation Packages:Starting salary for this role is $58K/year! We offer our team an excellent benefits package including medical, dental, vision and flex spending options! We have a very competitive 401k plan with company matching contributions! We offer paid training!MTN Automotive Training is an Equal Opportunity EmployerWe are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.