Executive Administrative Assistant

Hubbell Incorporated•Tulsa, OK

About The Position

The Administrative Assistant V is responsible for providing advanced administrative support to the organization, it’s managers and executives through high-level administrative tasks, scheduling appointments, coordinating strategic activities, planning calls and meetings, and maintaining the organization of the office. This role involves providing tailored support to visitors, developing, and maintaining filing systems, and creating reports and presentations.

Requirements

High School Diploma
Associate’s degree
3-5 years of previous Customer Service, Support or Administrative experience (required)
Proficient in Microsoft Office Suite - Outlook, Excel, PowerPoint, Word, Teams (required)
Display excellent organizational and communication skills.
Exhibit high levels of independence, judgement, and professionalism to support organizational initiatives.
Quick thinking and problem solving to effectively address challenges and make rational decisions under pressure.
Demonstrated ability to handle sensitive information with the utmost confidentiality and professionalism.
Comfortable working in a fast-paced environment with the ability to manage competing tasks simultaneously with a high degree of accuracy.
A strong team player with a willingness to contribute wherever needed to achieve collective goals.

Responsibilities

Arranging and managing a large influx of appointments, meetings, and conferences for senior executives, including travel planning and accommodation.
Handling incoming and outgoing communications such as emails, phone calls, and written communications, with a high degree of professionalism and confidentiality.
Maintaining and organizing records, documents, and files, both physical and digital, ensuring accuracy and accessibility.
Assisting in the coordination of special projects and cross-functional initiatives as needed.
Monitoring and replenishing office supply inventories.
Keeping leadership informed of account status, authorizing expenditures, and identifying cost effective alternatives.
Maintaining calendars, preparing daily schedules, and prioritizing meeting requests for managers.
Establishing and maintaining effective working relationships at all levels of the organization.
Submitting, reviewing, and reconciling expense reports.
Collaborating with other departments to support special projects, events, and initiatives.
Addressing and resolving administrative issues, inquiries, and requests from employees and external contacts.
Identifying opportunities to improve administrative processes and drive efficiencies.