Executive Personal Assistant

About us

NextGen Tax Services PLLC - Tulsa’s top CPAs and tax strategists serving growing small businesses throughout the region

• Location : NextGen Tax Services PLLC - 6316 E 102nd Street, Tulsa, OK 74137
• Note: online applications accepted only.
• Schedule : Monday through Thursday, 8:00a - 6:00p, Friday 8:00a - 12:00p (fully onsite and up to 20% overtime in peak seasons)
• Requirements: 5+ years of executive assistant experience, a high degree of confidence, and excellent verbal and written communication skills
• The ideal candidate has EA experience with an executive in a fast-paced professional environment
• A cover letter is required that describes your communication style and any employment gaps

If you are highly organized, confident, have a heart for helping and are an excellent communicator then you may be the next rockstar to join our team.

The managing director maintains a 50+ hour schedule, leading a CPA firm in 4 states, managing a commercial real estate portfolio, a personal brand and a family of 4. Your role will work almost exclusively with the managing director and requires someone who can think critically, function well independently, and have excellent follow-through.

Job Summary:

The Executive Personal Assistant will serve as the point person for the Managing Director (MD).This role exists to increase the Managing Director's effectiveness and capacity by managing priorities and ensuring seamless execution across both business and personal responsibilities. This position requires close coordination and communication with the MD and outside stakeholders. In addition, this individual is required to work successfully with representatives from various clients and community representatives. The ideal person will be able to successfully manage multiple projects and competing priorities simultaneously. They can communicate professionally, with a personal touch to ensure they exude confidence, care and understanding.

The Executive Personal Assistant will take ownership of responsibilities, including, but not limited to, handling all scheduling that ensures priorities are aligned, travel logistics (in town and out of town, professional & personal), meeting document preparation and meeting follow-up, ordering meals, and coordinating services for the office and home.

CORE DUTIES AND RESPONSIBILITIES:

• Under the direct supervision of the MD, the Executive Assistant works independently to provide effective administrative support
• Provide administrative support, relieving the MD of routine matters through appropriate independent action
• Serve as a Project Manager for various projects assigned by the MD
• Participate in and attend meetings as necessary and/or serve as a key representative when appointed
• Own and optimize the Managing Director’s calendar, aligning time with strategic priorities across business and personal commitments
• Proactively assign working blocks in the calendar based on set priorities and upcoming meetings
• Prepare detailed digital itineraries, including contact numbers, locations and contact names, meeting purpose and supporting documents
• Support corporate PR/speaking opportunities by coordinating with vendors for the development of presentation materials and media packages
• Review and assess in-bound requests and brief the MD on all scheduling activities and requests from internal and external audiences
• Act as a gatekeeper and proxy for email communications, drafting responses, prioritizing messages, and escalating only what requires executive attention
• Identify emails that require the attention of the MD and label them appropriately for the MD’s review
• Monitor incoming telephone calls, manage independently when possible, take messages, and return calls as needed and requested
• Organize documentation and materials for the MD
• Demonstrate openness to feedback and a commitment to continuous improvement
• Work a flexible schedule, including extended hours and weekends when special events require attendance of the MD
• Provide high-level personal support, including coordinating household logistics, scheduling services, and occasional errands

YEARS OF EXPERIENCE:

5+ years of experience in supporting executives

SKILLS:

• Ability to deal with confidential and sensitive matters in a professional manner
• Present a professional image and a high level of ethics, integrity, discretion and confidentiality in all dealings
• Ability to receive feedback and course correct for optimal performance
• Ability to exercise discretion and independent judgement with respect to prioritization of and recommendation of appointments
• Has an understanding and motivation for the importance of managing multiple competing priorities
• Poise and calm under pressure, and the ability to integrate seamlessly in communication flows are all paramount
• Ability to integrate within a diverse team and exhibit exceptional collaborative skills
• Thorough knowledge of office administration, policies, practices, and procedures
• Proficient in Gmail and Microsoft Office Suite
• Exemplary verbal and written communication skills
• Temperament to communicate with a variety of personalities in a tactful, pleasant and professional manner
• Thoroughness and careful attention to detail
• Creative thinking skills and a strong commitment to client service
• Strong telephone etiquette
• Effective organizational skills

Full-time salary position. Work is primarily onsite but will include some remote work, local trips for meetings, and local errands. The EPA will do some travel with the MD as required. Travel expectations are 10% throughout the year.

We are looking for someone who is:

· Experienced. We need an assistant who can manage a fast-paced, highly driven executive with a large volume of responsibilities. If you are easily overwhelmed, this is not a good position for you. If you thrive in environments that demand high productivity and adaptability, we’d love to meet you.

· Highly organized. You’ll need to juggle multiple projects with varying timelines. This requires exceptional organizational, time management, and project management skills. The ideal candidate has their own system to ensure every box on the to-do list is checked off without reminders from the MD.

· Great at building strong, personal relationships. You represent the firm and the MD. It is important that you establish a personal rapport with the clients. This takes relationship-building skills and a friendly, outgoing attitude.

· Detail-oriented. Clients judge us a lot by our accuracy and precision. The ideal candidate hates making mistakes and is extremely detail-oriented.

· A great communicator. You should have excellent professional communication skills. You will need to be fluent in English (both written and spoken)

· An adaptable, fast learner. We need someone who feels very comfortable diving in and figuring things out independently (though there will always be people who can help!). If you are at your happiest with routine day-to-day admin, this is not the ideal role for you, as this role requires initiative, problem-solving, and a willingness to take ownership. If you love looking for creative solutions and new ways to make your executive's life easier, we'd love to welcome you!

Salary starts at $75K

Job Type: Full-time

Pay: From $75,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Have you included a cover letter that describes your communication style and explains any employment gaps?
• On a scale of 1-10 (1 being low and 10 being high), how would your rate your level of assertiveness?
• On a scale of 1-10 (1 being low and 10 being high), how would your rate your proficiency in calendar management?

Experience:

• Executive administrative support: 5 years (Required)

Location:

• Tulsa, OK 74137 (Required)

Work Location: In person