What are the responsibilities and job description for the Executive Administration Assistant position at The State of Oklahoma?
Job Posting Title
Executive Administration Assistant
Agency
840 OKLAHOMA WORKFORCE COMMISSION
Supervisory Organization
Oklahoma Workforce Commission
Job Posting End Date (Continuous if Blank)
Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.
Estimated Appointment End Date (Continuous if Blank)
Full/Part-Time
Full time
Job Type
Regular
Compensation
$78,000
Job Description
EXECUTIVE ASSISTANT to CEO
Qualifications
- Experience supporting a CEO or Executive, ability to work in a fast-paced environment
- 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
- 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
Responsibilities
- The role of Executive Assistant reports directly to the CEO providing executive support in a one-on-one working relationship
- The Executive Assistant serves as a liaison to Commissioners and senior management teams, organizes and coordinates executive outreach and external relations efforts, and oversees special projects
- Complete a broad variety of administrative tasks for the 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 monthly Workforce Commission meetings and Commission organized external meetings recording accurate meeting minutes and distributing them to members
- Create and manage contacts and activity in database
- Support in planning, logistics, and day of coordination and execution of meetings, events, and special projects; travel as needed
- Train and lead intern or temporary roles 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 CEO about any major issues
- Work with local and online vendors for merchandise, marketing materials, and collateral 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 CEO with any additional needs as they may arise
Equal Opportunity Employment
The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.
Current active State of Oklahoma employees must apply for open positions internally through the Workday
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.Salary : $78,000
