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Administrative Assistant

Tulsa, OK 74105

Posted: 01/02/2024 Specialization: Administrative Job Number: 3335

Job Description

Administrative Coordinator

Role Summary:

We are currently seeking a skilled and proactive Administrative Coordinator to join our client's team and provide essential administrative support. The ideal candidate will efficiently manage various administrative tasks, including typing, calendar management, correspondence, and meeting preparation. This role requires a detail-oriented individual with excellent organizational and communication skills.

  • Accurately complete administrative tasks such as typing, managing calendars, scheduling, correspondence, expense reports, credit card reconciliation, filing, and telephone support.
  • Coordinate travel planning and assistance, ensuring smooth arrangements for the staff.
  • Assist with onsite meeting preparation, including catering, room setup, basic IT support, and material preparation.
  • Collaborate with other onsite administrative assistants to ensure meeting rooms and catering are ready for timely events.
  • Handle mail distribution to relevant staff members.
  • Support special projects by preparing reports, coordinating mass communication, and finalizing materials.
  • Manage staff IT needs and coordinate support as required.
  • Maintain confidentiality in all written and verbal correspondence.
  • Other duties as assigned.

Qualifications and Specifications:

Education and Experience:
  • High school diploma or G.E.D. With a minimum of 3 years of experience supporting executive officers;required.
  • Associate’s or bachelor’s degree;preferred, with at least 3 years of experience supporting executive officers.

Professional Competencies:
  • Proficient in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Adobe Pro.
  • High-level experience using Zoom for meetings.
  • Experience with submitting expense reports.
  • Excellent oral and written communication skills.
  • Adaptable and willing to learn new technology.
  • Discretion and trustworthiness in handling sensitive or confidential information.
  • Registered Notary preferred.
  • Capable of answering multiple phone lines.

Personal Characteristics:
  • Proactive and able to anticipate needs and issues.
  • Accepting feedback for continuous improvement.
  • Excellent interpersonal and relationship-building skills.
  • Strong character, creative, and positive attitude.
  • Able to multi-task, establish priorities, and propel objectives with limited supervision.
  • Excellent work ethic with attention to detail and a self-starter.
  • Professional appearance and demeanor.

Work Hours and Location:
  • Typical schedule: Monday –Friday, 8: 00 a.M. –5: 00 p.M. (one hour for lunch)
  • Schedule adjustments based on events with prior notice provided by the supervisor.

About Our Benefits:
  • 100% employer-paid medical, dental, and long-term disability for full-time employees.
  • 401K employee and employer contributions.
  • Paid time off and holidays.
  • Employer-paid AD&D life insurance, with an option to add supplemental life insurance.

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