Executive Assistant to Office Managing Partner

Forrest Solutions LLC; Tulsa (OK); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Job summary

Opensity Solutions is seeking an Executive Assistant to provide comprehensive on-site support to our Office Managing Partner (OMP) and Workplace Experience Team. The role emphasizes calendar control, email management, and handling diverse administrative tasks with Microsoft Outlook and related tools.

The ideal candidate thrives in a fast-paced environment, demonstrates strong communication, and delivers high-quality service across a range of responsibilities from scheduling to event

Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred or equivalent experience
• 1–3 years of administrative or office support experience in a professional or corporate environment
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or Google Workspace; familiarity with scheduling tools, document management systems, and basic reporting tools preferred

Responsibilities

• Provide on-site administrative support for the OMP.
• Manage the OMP's calendar effectively using Microsoft Outlook, ensuring all appointments and meetings are scheduled accurately and efficiently.
• Provide email support to the OMP, managing correspondence, and responding to inquiries in a timely manner.
• Assist with CPE and CPA related tasks as needed.
• Coordinate office and conference room reservations.
• Arrange gifts for clients and staff members as required.
• Support OMP with reporting.
• Coordinate services and provide administrative assistance as necessary.
• Edit, gather content, and distribute the monthly office newsletter on behalf of the OMP.
• Assist in setting up or modifying restaurant reservations.
• Aid in travel planning and maintain travel profiles accordingly.
• Monitor, review, and submit expense reports in compliance with firm requirements.
• Process Passport/Visa requests efficiently.
• Maintain and synchronize time daily for the OMP.
• Track time spent on Executive Concierge responsibilities in accordance with prescribed time tracking methods.
• Assist in coordinating meetings and events for the OMP and local office.
• Ensure scheduling conflicts in the OMP's calendar are resolved promptly.
• Arrange and schedule conference calls via WebEx, Teams, and video conference platforms.
• Coordinate catering needs for the OMP using preferred vendors.
• Format, edit, and brand various documents for the OMP.
• Provide support and troubleshooting for Microsoft Suite applications.
• Facilitate electronic signatures for documents as required.
• Generate reports and conduct informational searches as requested.
• Update profiles, such as LinkedIn, for the OMP as needed.
• Conduct client research to support OMP initiatives.
• Distribute marketing releases and manage subscriptions for the OMP.
• Meet and escort visitors for the OMP as necessary.
• Maintain regular communication with partners/MDs through touchpoints.
• Attend monthly OMP EC virtual meetings and special topic calls to stay connected with the OMP EC Community and expectations.
• Demonstrate proficiency in Microsoft Office Suite, WebEx, social media tools (e.g., LinkedIn), and other emerging technologies.

Skills

Organizational skills

Time management

Communication

Multi-tasking

Interpersonal skills

Problem-solving

Professionalism

Adaptability

Office productivity

Education

High school diploma

Associate/bachelor preferred

Equivalent experience

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Google Workspace

Scheduling tools

Document management systems

Reporting tools

Job description

Opensity Solutions is seeking an Executive Assistant to provide comprehensive on-site support to our Office Managing Partner (OMP) and Workplace Experience Team. The role emphasizes calendar control, email management, and handling diverse administrative tasks with Microsoft Outlook and related tools.

The ideal candidate thrives in a fast-paced environment, demonstrates strong communication, and delivers high-quality service across a range of responsibilities from scheduling to event