Executive Assistant to the CEO (OKC)

System One is partnering with a company in the OKC area that is looking for an Executive Assistant. Experience supporting a CEO or Executive, ability to work in a fast-paced environment, and be able to work flexible hours (this is not a typical 9-5) is needed. If you have the following experience, please apply.

Job Title: Executive Assistant to the CEO
Job Type: Full-time
Hours: 8:30 - 5:00 Mon-Fri

Job Brief:

• The role of Executive Assistant reports directly to the Co-CEO providing executive support in a one-on-one working relationship.
• The Executive Assistant serves as a liaison to the board of directors and senior management teams, organizes and coordinates executive outreach and external relations efforts, and oversees special projects.

Must Be:

• Reliable: Responsible, available, and present
• Self-motivated: Forward-looking thinker, who actively seeks opportunities and proposes solutions
• Organized: Strong prioritization skills with a passion for multitasking and the details 
• Willing: Some nights, weekends, or overnight travel (in and out of state) is required for certain events

What You’ll Do:

• Complete a broad variety of administrative tasks for the Co-CEO, including maintaining calendars by planning and scheduling meetings, conferences, teleconferences, and travel
• Serve as an effective gatekeeper
• Prioritize conflicting needs; handle matters expeditiously, and proactively, and follow-through on projects to successful completion
• Coordinate and attend quarterly Executive Board meetings, recording accurate meeting minutes and distributing them to board members
• Create and manage contacts and activity in Salesforce
• Work closely with Co-CEO to execute donor recognition plans
• Lead and support the Events Manager in planning, logistics, and day of coordination and execution of meetings, events, and special projects; travel as needed
• Train and lead the Office Coordinator and Alumni Coordinator on company policies and best practices
• Meet one-on-one with team members, ensuring each member is equipped with everything needed to effectively perform their duties
• Communicate with Co-CEO about any major issues
• Work with local and online vendors for merchandise, marketing materials, and gifts for the entire organization and for all meetings, events, and occasions
• Maintain marketing inventory and place orders when inventory is low
• Coordinate all annual staff meetings, events, and occasions
• Provide backup administrative support to other departments as necessary
• Assist Co-CEO with any personal errands, purchases, or requests

Points For:

• Minimum of 4 years of experience in an executive support function
• Very strong interpersonal skills and the ability to build relationships with team members, board members, external partners, and donors
• Expert-level written and verbal communication skills
• Proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response
• Ability to achieve high-performance goals and meet deadlines in a fast-paced environment
• Tech-savvy, comfortable dealing with technology issues, and proactive in finding ways to improve efficiency with available tools and resources
• Familiarity with Google suite (Docs, Sheets, Slides, Gmail, etc.)