Executive Administrative Assistant

State of Oklahoma•Oklahoma City, OK

2d•$25 - $35

About The Position

Position Summary The Executive Assistant provides high-level administrative and operational support to senior leadership while supporting the overall operations of the agency. This role requires exceptional organizational skills, sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant serves as a key point of coordination, ensuring efficient operations and effective communication across the agency.

Requirements

Strong written and verbal communication skills
Excellent organizational and time-management abilities
High level of discretion and ability to handle confidential information
Ability to multitask and prioritize in a dynamic environment
Strong attention to detail and problem-solving skills
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and office systems
Ability to build effective working relationships with diverse stakeholders
Demonstrated ability to work independently while maintaining high accuracy and follow-through.
Five (5) years of administrative or executive support experience OR an equivalent combination of education and experience

Nice To Haves

Experience supporting senior-level leadership preferred
Experience in government or public sector environments
Experience supporting boards, commissions, or executive leadership teams

Responsibilities

Provide direct administrative support to the Agency Director and senior leadership team
Manage complex calendars, scheduling, and coordination of meetings and events
Prioritize and manage competing requests, ensuring leadership time is aligned with agency priorities.
Serve as a primary point of contact for internal and external stakeholders
Screen and manage incoming communications (phone, email, in-person inquiries)
Draft, review, and distribute correspondence on behalf of leadership
Coordinate and prepare for board and commission meetings, including compiling materials, and ensuring all logistics are in place
Facilitate communication across departments and with external partners
Maintain organized filing systems (electronic and physical)
Process travel arrangements, reimbursements, and related documentation
Support procurement and administrative processes as needed
Track projects, deadlines, and follow-ups to ensure timely completion
Provide information and assistance to internal staff and external stakeholders
Interpret and communicate agency policies, procedures, and guidelines
Maintain a professional, courteous, and responsive approach in all interactions
Assist with special projects, initiatives, and reporting efforts
Conduct research and compile data to support decision-making
Monitor progress on key initiatives and provide status updates