Executive Assistant

Mtnautotraining; Tulsa (OK); On-site; USD 52,000 - 64,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Flexible Spending

401k Plan with Matching

Paid Training

Job summary

MTN Automotive Training Systems is seeking an Executive Assistant in Tulsa, OK to partner with our executive leadership. You will manage calendars, coordinate travel, draft communications, and maintain records with confidentiality and professionalism.

The role involves organizing meetings, supporting approvals, and assisting with onboarding and office operations in a fast-paced, collaborative environment.

Qualifications

• High level administrative support to senior leadership.
• Strong organizational and time-management abilities.
• Confidential handling of information and records.
• Excellent written and verbal communication skills.

Responsibilities

• Provide high-level administrative support to senior leadership.
• Draft emails, memos, invoices, reports, contracts and other documents.
• Arrange travel and accommodations for leadership and team.
• Coordinate meetings, appointments and travel for the executive team.
• Attend meetings, take notes and distribute minutes as needed.
• Maintain executive calendars and resolve scheduling conflicts.

Skills

Executive support

Calendar management

Travel coordination

Communication

Discretion

Job description

Job DetailsJob Location: Tulsa, OK 74133Position Type: Full TimeEducation Level: Not SpecifiedMTN 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 Summary

The 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 & Responsibilities

• Provide 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.

QualificationsKey Characteristics & Skills

• Sound judgment and discernment
• High level of integrity
• Strong attention to detail
• Discretion and ability to maintain confidentiality
• Punctual and dependable
• Flexible and adaptable
• Personable with strong interpersonal skills
• Self-motivated
• Proactive and willing to take initiative
• Strong problem-solving and critical-thinking skills
• Professional demeanor
• Excellent written and verbal communication skills
• Highly organized
• Strong time-management skills
• Ability to prioritize and manage multiple responsibilities
• Resourceful
• Accountable and committed to following through
• Comfortable working independently
• Collaborative and team-oriented
• Coachable and receptive to feedback

Physical Requirements

• 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 Employer

We 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.