What are the responsibilities and job description for the Executive Assistant position at Chloeta?
Job Summary:
The Executive Assistant provides high-level administrative support to senior leadership enabling efficient workflow and supporting strategic initiatives. This role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion.
Supervisory Responsibilities: No
Job Classification: Permanent, Full-Time, Non-Exempt
Duty Station: Oklahoma City, OK
Travel: Up to 10%
Duties/Responsibilities:
Assist with planning and coordinating executive schedules such as meetings and travel arrangements
Review, prioritize and respond to emails on behalf of executives ensuring important communications are addressed promptly and accurately
Process expense reports on behalf of the Executive and Senior leadership team and ensure compliance with company policies
Oversee ordering and printing of documents and supplies including coordinating with outside vendors as needed to ensure timely and accurate processing
Answer and return phone calls professionally conveying messages accurately to senior leaders
Manage special project on behalf of senior leadership
Organize and maintain files both digital and physical documents ensuring easy retrieval and secure handling of confidential information
Maintain accurate records and documents for senior leaders' activities and organizational needs
Taking meeting notes and assist with any other administrative task to facilitate smooth operations for senior leaders
Prepare, review and edit written correspondence such as memos, reports, and other documents as required for senior leadership
Anticipate needs and proactively address potential issues
Maintain discretion and confidentiality in handling sensitive information
Receives incoming communication or memos on behalf of senior staff, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice
Required Skills/Abilities:
Excellent verbal and written communication skills.
Excellent organizational skills and attention to detail.
Excellent time management skills with a proven ability to meet deadlines.
Ability to function well in a high-paced and at times stressful environment.
Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
Education and Experience:
Required: At least 7 years of relevant experience & a High School Diploma OR 3-5 years of relevant experience & an Associates
Preferred: Bachelor's degree in Business Administration or related field and a minimum of 3 years of relevant experience
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer.
This job operates in a fast-paced, collaborative environment. This role routinely uses standard office equipment such as computers, phones, etc
Benefits
Eligible employees at Chloeta receive the following industry leading benefits:
Health, Dental and Vision Insurance
Health Savings Account (HSA)
MDLIVE
Benefit Hub
Paid Annual Leave/PTO
Paid Sick Leave
Paid Holidays
401(k)
Basic Life
Voluntary Life Insurance
Accident Insurance
Short Term Disability
Long Term Disability
Employee Assistance Program (EAP)
Pre-employment Requirements
Due to the nature of Chloeta’s services, this position is contingent upon completing with a satisfactory outcome some or all of the following pre-employment background screenings: government security clearance, federal and state criminal background checks, drug test (urinalysis), Motor Vehicle Record (MVR) review, educational history, employment history, and/or credit check. In accordance with the Fair Credit Reporting Act (FCRA), pre-employment background screenings will require the employee’s written authorization and will occur after acceptance of an offer of employment and prior to commencing work. Additionally, employees are required to complete the federal I-9/E-Verify process.
Drug and Alcohol Testing Policy
Employees may be subject to undergoing additional drug screens and/or alcohol testing at any time during the period of employment, including without prior notice.
EEO Statement
Chloeta provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type 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. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
About Chloeta
Chloeta is a Native American owned enterprise providing a diverse range of engineering, scientific, and technical solutions to support military, energy, homeland security, emergency preparedness, and critical infrastructure requirements.
