Executive Assistant

EMBARK • Oklahoma City, OK

11d • $23 - $25

About The Position

This job is located in various departments throughout EMBARK and is under the
general direction of Director of Transit or designee. The primary responsibility
of this role is to perform both detailed administrative and skilled clerical
tasks for EMBARK Leadership. The Executive Assistant utilizes specialized
skills, knowledge, and abilities acquired prior to assuming the job. The
confidential nature of the work requires the role to exhibit a high degree of
integrity and demonstrated loyalty to the Leadership and to the organization.
The work atmosphere requires the ability to work under pressure. Work
instructions are general in nature, and the employee must take initiative in
carrying out assignments. Tact and diplomacy must be used when communicating
with staff, City representatives, and the general public.

Requirements

• Strong verbal and written communication skills for interacting with executives, staff, clients, and vendors
• Exceptional attention to detail for identifying errors, missing information, and inconsistencies
• Proficient in calendar management, including scheduling and conflict avoidance
• Advanced Excel and spreadsheet skills for data entry, analysis, and reporting
• Ability to analyze data and present findings to support decision-making
• Experience coordinating travel, including booking flights, hotels, and transportation
• Proficiency with technology tools including Outlook, SharePoint, and Microsoft Office products
• Strong relational intelligence for building and maintaining professional relationships
• Skilled in meeting facilitation, including agenda preparation, minute taking, and action- item- summarization
• Ability to coordinate resources such as equipment, supplies, and personnel
• Ability to supervise staff when required
• Strong organizational skills for managing information, prioritizing tasks, and maintaining orderly workflows
• High level of discretion and ability to handle confidential information appropriately
• Arm and hand steadiness and manual dexterity enough to use a computer, telephone and file documents.
• Vision enough to meet the essential functions of the job.
• Speech enough to communicate clearly and distinctly.
• Hearing enough to communicate in person and by phone.

Nice To Haves

• Associate degree in Business Administration, Public Administration, Communications, Data Analytics or a related field
• Bachelor’s degree (Business Administration, Public Administration or Communications focus)
• 3–5 years of administrative support experience, preferably supporting executives
• Advanced Excel skills and familiarity with SharePoint or similar systems
• Experience drafting executive-level correspondence and reports
• Experience in fast-paced environments requiring strong prioritization skills
• Demonstrated relational intelligence and comfort interacting with public officials or external partners
• Experience coordinating complex travel and meeting logistics

Responsibilities

• Gathering information and compiling various departmental reports
• Drafting correspondence for signature
• Making travel arrangements and scheduling appointments
• Maintaining various departmental records and ledgers
• Maintaining various filing systems
• Operating a personal computer using various software to type narrative and statistical reports, memos, correspondence, etc., from rough draft to final copy
• Operating standard office machines and equipment, etc.
• Provide supervision and/or work direction for other office personnel.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree