executive administrative support

Arizona State University

<div>Job Profile:
Administrative Support Specialist 2
Job Family:
Administrative Support
Time Type:
Full time
Max Pay &ndash; Depends on experience:
$75,000.00 USD Annual
Apply before 11:59 PM Arizona time the day before the posted End Date.
Minimum Qualifications:
Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
Job Description:
Job Salary Range: $70,000-$75,000 per year; DOE
The Executive Administrative Support Specialist provides high-level scheduling, coordination, and decision-support for the Office of the President. Reporting to the Deputy Director, this role manages scheduling logistics, correspondence, and office resources while maintaining discretion, professionalism, and attention to detail. This position also provides backup support to senior scheduling staff to ensure continuity within the Office of the President.
Essential Duties:
Scheduling &amp; Day-of Support
<ul><li>Provide day-of support for the President&rsquo;s schedule, ensuring meetings and engagements run on time with all participants present.
</li><li>Manage same-day scheduling changes and rapid rescheduling in response to evolving priorities.
</li><li>Manage scheduling for media interviews, videotaping requests, and other public-facing engagements.
</li><li>Coordinate meetings with legislative and elected officials in accordance with institutional protocol. 
</li></ul>Planning &amp; Calendar Management
<ul><li>Develop and execute scheduling plans for annual and recurring presidential meetings and engagements.
</li><li>Maintain assigned personal and recurring appointments for the President with discretion and confidentiality.
</li><li>Maintain president&rsquo;s spring teaching schedule, liaising with TA&rsquo;s
</li><li>Assists the executive director and deputy director with management of a complex schedule while developing solutions to intricate scheduling conflicts. 
</li></ul>Operational Continuity
<ul><li>Perform opening duties for presidential suite
</li><li>Provide cross-coverage and operational support during peak periods or staff absences, including support for travel-related scheduling, athletics, and family-related engagements as assigned.
</li><li>Ensure accuracy, follow-through, and execution of calendar commitments in collaboration with the Office of the President team.
</li><li>Prepare advance briefing materials for president relative to scheduling assignments.
</li></ul>Core Competencies &amp; Evaluation Criteria: 
 
<ul><li>Judgment &amp; Prioritization
 
Effectively assesses and prioritizes scheduling requests based on strategic alignment, urgency, protocol, and institutional impact; escalates appropriately.
</li><li>Scheduling &amp; Operational Excellence
 
Executes complex, high-volume scheduling accurately and efficiently; ensures calendar commitments are confirmed, prepared, and executed as planned.
</li><li>Discretion &amp; Confidentiality
 
Handles sensitive information and engagements with professionalism, integrity, and awareness of institutional risk and optics.
</li><li>Communication &amp; Stakeholder Coordination
 
Communicates clearly and diplomatically with internal and external stakeholders; ensures expectations, logistics, and details are well managed.
</li><li>Adaptability &amp; Responsiveness
 
Responds effectively to same-day changes, competing demands, and evolving priorities while maintaining accuracy and composure.
</li><li>Collaboration &amp; Team Support
 
Works effectively with the Deputy Director, Executive Director, and support staff; provides reliable cross-coverage and contributes to team continuity.
</li><li>Reliability &amp; Accountability
 
Demonstrates consistent follow-through, attention to detail, and ownership of responsibilities in a fast-paced environment.
</li></ul>Desired Qualifications:
<ul><li>Bachelor&rsquo;s degree required or equivalent professional experience.
</li><li>3-5+ years of experience in administrative support, executive assistance, or high-volume office operations.
</li><li>Demonstrated ability to manage high-volume, time-sensitive requests with accuracy and discretion.
</li><li>Strong organizational, communication, and judgment skills.
</li><li>Proven ability to handle confidential information with professionalism.
</li></ul><ul><li>Ability to prioritize tasks, adapt to changing priorities, and work under pressure.
</li><li>Experience in higher education or a mission-driven organization.
</li><li>Experience supporting senior executives or public-facing leaders.
</li><li>Familiarity with scheduling software, media coordination, and office operations
</li></ul>Working Environment:
<ul><li>This position is located on-site at the ASU Tempe campus.
</li><li>Ability to clearly communicate verbally, read, write, see, and hear to perform essential functions.
</li><li>Regular use of standard office equipment, including, but not limited to, computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, and associated computer/technology peripherals.
</li><li>Activities are performed in an environmentally controlled office setting, subject to extended periods of sitting, keyboarding, and manipulating a computer mouse (75%); required to stand for varying lengths of time and walk moderate distances to perform work (10%).
</li><li>Regular activities require the ability to quickly change priorities, which may include or are subject to the resolution of conflicts.
</li></ul>Department Statement:
The Arizona State University Office of the President provides strategic leadership and vision for the university, guiding its mission to advance education, research, and public service. The office works collaboratively with university leadership, faculty, and the community to drive innovation, support student success, and strengthen ASU&rsquo;s impact locally and globally.
Driving Requirement:
Driving is not required for this position.
Location:
Campus: Tempe
Funding:
No Federal Funding
Instructions to Apply:
Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.
Please use the link below to log in using single sign-on.
https://www.myworkday.com/asu/d/inst/1$9925/9925$20390.htmld
To be considered, your application must include all of the following attachments:
<ul><li>Cover letter
</li><li>Resume or CV
</li></ul>Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.
Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.
Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.
Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.
Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.
ASU Statement:
Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.
ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.
Notice of Availability of the ASU Annual Security and Fire Safety Report:
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU&rsquo;s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf . You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.
Relocation Assistance &ndash; For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources .
Employment Verification Statement:
ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.
Background Check Statement:
ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.
Fingerprint Check Statement:
A fingerprint check is not required for this position.</div>

Executive Administrative Support Specialist

Bittersweet Farms

<div>Help us redefine what is possible and make a positive impact in the lives of individuals with Autism! Bittersweet, Inc. is a non-profit organization that provides residential, vocational, and recreational services to individuals with autism. Bittersweet Farms is seeking an?Executive Assistant?to work full-time at our Whitehouse location. The Administrative Assistant will provide executive-level administrative support to the Executive Director and Assistant Executive Director. This position provides a wide range of services in the areas of liability insurance support, board meetings, benefit compliance filings, and additional high-level administrative functions. This position will also work in office administration support.
 
Qualified candidates will possess an exceptionally high energy level with demonstrated success in a fast-paced environment, experience with professional administrative support, benefits administration, and a valid driver&rsquo;s license with eligibility to be insured by Bittersweet. Experience in supervision and executive board functions a plus. The desired person will be positive, energetic, and customer-service focused. Strong organizational, analytical, communication and problem-solving skills are needed to succeed.
Responsibilities:<ul><li>
Responsible for employee benefit administration and benefit compliance filings</li><li>
Assist with travel and meeting arrangements</li><li>
Maintain reception area and inventory by complying with procedures, rules, and regulations</li><li>
Administrative tasks and support in preparation for and at the Board of Director meetings</li><li>
Provide administrative support to the Executive Director and Assistant Executive Director</li><li>
Creation and review of contracts and management of contract database for the organization</li><li>
Assist with liability insurance and contract database management support functions</li><li>
Must posses a valid driver license with eligibility to be insured</li></ul>
Skills:<ul><li>
Exceptional oral communication as demonstrated through daily interaction with participants and co-workers</li><li>
Excellent written communication</li><li>
Concern for accuracy and detail</li><li>
Posses strong math and analytical skills</li><li>
Ability to handle and maintain confidential information</li><li>
Actively demonstrate computer skills in regard to Microsoft Office Suite and HR Software</li></ul>
Education / Experience:<ul><li>
Associate's degree is required</li><li>
 1 - 2 years experience as a professional administrative support</li><li>
1 - 2 years experience in employee benefit administration</li><li>
Must be a notary public, or willing to become one</li><li>
Proficient in Microsoft Office Suite; experience with Provider Pro Software Series or other HRIS/benefit administration database</li></ul>
Physical Demands:<ul><li>
Position will sit on a regular basis, with ability to stand as needed</li><li>
Reaching above shoulder heights, below waist, or lifting as required to file documents or store materials throughout the work day. Proper lifting techniques required.</li><li>
Operate standard office equipment</li><li>
May include lifting up to 25 pounds for files, computer printouts on occasion</li></ul>
Benefits / Compensation:<ul><li>
Status: Non-Exempt- $18.00-$22.00 per hour (determined by degree and experience)</li><li>
Benefit package: Includes medical, dental, vision, paid disability and life insurance, personal time off, 401K with company match, EAP program, ERN program with success coach, payday advance program, and 11 paid holidays.</li></ul></div>

Administrative Assistant

Ferrugio Design + Associates

<div>
 
 About the Role
 
 
 We are seeking a highly organized, detail-oriented Executive Assistant &amp; Studio Coordinator to support daily operations across executive, administrative, and studio functions. This role is integral to keeping both the office and project workflows running efficiently.
 
 
 
 
 
 
 This is not a design role.
 
 Instead, this position focuses on
 
 FF&amp;E specification support, material library management, and executive/office coordination
 
 within a design-focused environment.
 
 
 
 
 
 
 
 
 Key Responsibilities
 
 
 
 Executive &amp; Administrative Support
 
 
 <ul>
 <li>
 Provide day-to-day administrative support to leadership
 </li>
 <li>
 Assist with data entry and organization of project specifications (FF&amp;E, finishes, materials)
 </li>
 <li>
 Maintain accurate and well-organized project documentation
 </li>
 </ul>
 
 
 Project Coordination &amp; Meeting Support
 
 
 <ul>
 <li>
 Attend internal project meetings and take clear, organized meeting minutes
 </li>
 <li>
 Document key decisions, action items, and follow-ups
 </li>
 <li>
 Distribute meeting notes to the team and help track progress on action items
 </li>
 <li>
 Assist in maintaining organization across active projects
 </li>
 </ul>
 
 
 Material Library &amp; FF&amp;E Support
 
 
 <ul>
 <li>
 Organize and maintain the office material library (samples, catalogs, finishes, etc.)
 </li>
 <li>
 Assist with compiling and managing FF&amp;E specifications and schedules
 </li>
 <li>
 Ensure materials and documentation are current, accurate, and accessible to the team
 </li>
 </ul>
 
 
 Vendor Coordination &amp; Industry Engagement
 
 
 <ul>
 <li>
 Coordinate with vendor representatives for product updates and sample management
 </li>
 <li>
 Schedule and manage vendor meetings and lunch &amp; learns
 </li>
 <li>
 Maintain relationships with reps and ensure consistent material flow into the office
 </li>
 </ul>
 
 
 Front Office &amp; Client Experience
 
 
 <ul>
 <li>
 Answer incoming company phone calls and direct appropriately
 </li>
 <li>
 Greet clients and guests, ensuring a professional and welcoming experience
 </li>
 <li>
 Serve as the face of the office and first point of contact
 </li>
 </ul>
 
 
 Office Operations
 
 
 <ul>
 <li>
 Maintain office organization, cleanliness, and day-to-day functionality
 </li>
 <li>
 Monitor and restock office and kitchen supplies
 </li>
 <li>
 Coordinate deliveries, vendors, and general office needs
 </li>
 </ul>
 
 
 
 
 
 
 
 Qualifications
 
 <ul>
 <li>
 2+ years of experience in an administrative, executive assistant, office coordinator, or similar role
 </li>
 <li>
 Strong attention to detail, especially with data entry, documentation, and note-taking
 </li>
 <li>
 Excellent written and verbal communication skills
 </li>
 <li>
 Highly organized with the ability to manage multiple responsibilities
 </li>
 <li>
 Proactive, dependable, and solution-oriented mindset
 </li>
 </ul>
 
 
 
 
 
 
 
 Preferred Experience
 
 <ul>
 <li>
 Previous experience working in an
 
 architecture, interior design, or construction-related firm
 
 strongly preferred
 </li>
 <li>
 Familiarity with
 
 FF&amp;E specifications, material libraries, or design documentation
 
 is a strong plus
 </li>
 </ul>
 
 
 
 
 
 
 
 Important Note
 
 
 This role supports the design process but
 
 does not involve design responsibilities or creative production work
 
 . Candidates seeking a design-focused position may not find this role to be the right fit.
 
 
 
 
 
 
 
 
 What We&rsquo;re Looking For
 
 <ul>
 <li>
 Someone who takes ownership of both the office and operational workflows
 </li>
 <li>
 Detail-oriented and process-driven, especially with specifications and documentation
 </li>
 <li>
 Strong note-taker who can capture and communicate information clearly
 </li>
 <li>
 Comfortable balancing administrative duties with studio support tasks
 </li>
 <li>
 Professional, polished, and proactive in a client-facing environment
 </li>
 </ul>
 
 
 
 
 
 
 
 Compensation
 
 
 Competitive salary based on experience.
 
 
 
 
 
 
 
 
 How to Apply
 
 <ul>
 <li>
 Please submit your resume along with a brief note about your experience and why this role is a fit.
 </li>
 </ul>
</div>

Executive Assistant & Studio Coordinator

Mayers Memorial Hospital District

<div>Reports To: Chief People Officer (CPO)
Employee Type: EXEMPT X NON-EXEMPT
POSITION SUMMARY:
The Executive Assistant provides high-level, confidential executive, administrative, and development support to the Executive Leadership Team, except the CEO. The Executive Assistant will also facilitate all functions of the medical staff committee and executive meetings.
This job description is intended to identify some of the primary duties and responsibilities. MAYERS MEMORIAL HOSPITAL DISTRICT reserves the right to modify, supplement, delete or augment the duties and responsibilities specified in this position description, at MAYERS MEMORIAL HOSPITAL DISTRICT&rsquo;S sole and absolute discretion.
POSITION QUALIFICATIONS:<ul><li>
High School Diploma.</li><li>
5-10 years of experience in providing support for upper-level management in a related organization, office management or administrative setting.</li><li>
Proficiency in Microsoft Office applications.</li><li>
1-2 years of experience in hospital setting preferred.</li></ul>
POSITION RESPONSIBILITIES:
General Competencies:<ul><li>
Professional behavior is demonstrated, both when on duty and as a representative of MMHD outside of normal work hours.</li><li>
Ability to work with others, at all levels within the organization, and collaborate effectively.</li><li>
Above-average interpersonal, problem-solving, and written and oral communication skills.</li><li>
A positive working relationship with a broad range of people including major donors, Board members, foundation staff, colleagues of the CEO and staff, and others.</li><li>
Ability to learn new software.</li><li>
Ability to conduct research and present data in a succinct and well-written manner. Ability to make appropriate recommendations or conclusions, given the data obtained.</li><li>
Ability to work independently and with professional discretion.</li><li>
Excellent writing, editing, grammatical, organizational, and research skills.</li><li>
Produces deliverable products on time, within budget with minimal direction.</li><li>
Maintains an organized set of records, upon request, for the functions that are performed within the scope of this job.</li><li>
Communicates appropriately and clearly to directors, managers, and coworkers.</li><li>
Demonstrates ability to effectively use office machines in the performance of job functions.</li><li>
Answers phone calls, assists public, and forwards appropriately if necessary in a professional and friendly manner.</li><li>
Other duties as assigned.</li></ul>
Specific Competencies:<ul><li>
Assists the Executive Team with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging detailed travel plans, itineraries and agendas and compiling documents for meetings.</li><li>
Communicates with the general staff on the Executive Team&rsquo;s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the Executive Team, OMT, and members of MMHD staff.</li><li>
Supports Executive Team in his/her external commitments related to MMHD, including service on external boards, committees and other groups.</li><li>
Administratively supports Executive Team with calendar management, formatting documents, surveys set up, MMHD correspondence and other administrative tasks as directed.</li><li>
Prepares an account of the meetings and designates and follows up on assigned action items.</li><li>
Assists in maintaining logs or records, as assigned.</li><li>
Files contracts and maintains current electronic database of contracts.</li><li>
Assists with development of meeting calendars.</li><li>
Maintains an orderly filing system.</li><li>
Assembles materials, coordinates and acts as a liaison for reports and special questionnaires as assigned.</li><li>
Responsible for attendance at medical staff committee meetings, preparing monthly calendars, agendas and information packets and acts as scribe for the meetings.</li><li>
Managers MMHD Work Comp, Auto and General Liability insurance programs and renewals.</li></ul>
Professional Requirements:<ul><li>
Adheres to dress code; appearance is neat and professional.</li><li>
Completes annual education requirements if applicable.</li><li>
Maintains regulatory requirements.</li><li>
Wears identification while on duty.</li><li>
Attends annual evaluation and participates actively in this process.</li><li>
Reports to work on time and as scheduled; completes work in designated time.</li><li>
Attends all meetings as appropriate.</li><li>
Exhibits the mission, ethics and goals of Mayers Memorial Hospital District in the performance of job duties.</li></ul>
WORKING CONDITIONS:<ul><li>
Willingness to work beyond normal working hours and in other positions temporarily when necessary.</li><li>
Is involved with personnel, visitors and government agencies, etc., when necessary.</li><li>
Must function independently, have personal integrity, have flexibility and the ability to work effectively with other personnel, clients and support agencies.</li></ul>
PHYSICAL REQUIREMENTS:<ul><li>
Sits, stands, bends, lifts, walks and moves intermittently during working hours.</li><li>
Able to lift 20 lbs.</li></ul></div>

EXECUTIVE ASSISTANT

ALG Senior

<div><h2 class="jobSectionHeader">Job Title</h2>
Executive Assistant &ndash; Corporate Operations &amp; Compliance<h2 class="jobSectionHeader">
Position Summary</h2>
The Executive Assistant provides high-level administrative and organizational support to the Chief Operating Officer (COO) and Chief Compliance Officer (CCO) for a corporate management company overseeing adult care homes. This role is critical to ensuring efficient operations, regulatory compliance coordination, and effective communication across corporate leadership and community-level teams.<h2 class="jobSectionHeader">
Key Responsibilities</h2><h3 class="jobSectionHeader">
Executive &amp; Administrative Support</h3><ul><li>
Provide direct administrative support to the COO and CCO, including calendar management, meeting coordination, and travel arrangements</li><li>
Prepare, edit, and distribute correspondence, reports, presentations, and meeting materials</li><li>
Serve as a primary point of contact for internal and external communications on behalf of the COO and CCO</li><li>
Maintain organized electronic and physical filing systems for corporate, operational, and compliance records</li></ul><h3 class="jobSectionHeader">
Compliance &amp; Regulatory Support</h3><ul><li>
Assist with tracking compliance deadlines, audits, surveys, corrective action plans, and regulatory submissions</li><li>
Coordinate documentation requests related to state regulations, licensing, corporate policies, and internal audits</li><li>
Support preparation and organization of compliance reports, policies, and training materials</li><li>
Maintain confidentiality of sensitive compliance, employee, and resident-related information</li></ul><h3 class="jobSectionHeader">
Operations &amp; Corporate Coordination</h3><ul><li>
Assist with corporate projects, initiatives, and follow-up items across departments</li><li>
Coordinate communication between corporate leadership and assisted living community administrators</li><li>
Track action items from meetings and ensure timely follow-up</li><li>
Support onboarding materials, training documentation, and corporate initiatives as assigned</li></ul><h3 class="jobSectionHeader">
General Office &amp; Administrative Duties</h3><ul><li>
Manage office supplies, records, and administrative systems</li><li>
Assist with scheduling and logistics for corporate meetings, trainings, and leadership events</li><li>
Perform additional administrative duties as assigned to support corporate operations</li></ul><h2 class="jobSectionHeader">
Qualifications</h2><h3 class="jobSectionHeader">
Required</h3><ul><li>
High school diploma or equivalent</li><li>
Minimum of 2&ndash;3 years of administrative or executive assistant experience, preferably in healthcare, senior living, or a similar enviornment</li><li>
Strong organizational, time-management, and multitasking skills</li><li>
High level of professionalism, discretion, and confidentiality</li><li>
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and ability to learn company systems</li><li>
Excellent written and verbal communication skills</li></ul><h3 class="jobSectionHeader">
Preferred</h3><ul><li>
Experience supporting executive leadership</li><li>
Familiarity with assisted living, healthcare, or compliance-driven environments</li><li>
Experience working in a multi-site or corporate management organization</li></ul><h2 class="jobSectionHeader">
Work Environment</h2><ul><li>
Corporate office setting</li><li>
Regular interaction with executive leadership and community administrators</li><li>
Occasional deadline-driven work related to audits, compliance reviews, or operational initiatives</li></ul><h2 class="jobSectionHeader">
Physical &amp; Mental Requirements</h2><ul><li>
Ability to sit for extended periods and work at a computer</li><li>
Ability to manage multiple priorities in a fast-paced corporate environment</li><li>
Ability to handle confidential and sensitive information responsibly</li></ul></div>

Hall Estill Attorneys at Law

Summary:Hall Estill is seeking a highly professional, detail-oriented, and discreet Executive Assistant to provide comprehensive administrative support to the Executive Director and Human Resources Director. This position plays a critical role in ensuring smooth and efficient operation of executive and HR functions within the firm. The ideal candidate is organized, proactive, resourceful, and capable of handling sensitive and confidential information with the highest degree of professionalism and judgment.Key Responsibilities:&middot; Maintain the highest standards of ethics and confidentiality in all matters.&middot; Assist with employee relations and communication.&middot; Provide administrative support for HR functions including recruiting, onboarding, employee relations, benefits coordination, and personnel recordkeeping.&middot; Maintain and organize confidential employee files and HR documentation in compliance with legal and firm requirements.&middot; Assist in scheduling interviews, orientation sessions, training programs, and employee meetings.&middot; Participate in planning and organizing firm events.&middot; Support preparation of HR reports, metrics, and compliance-related documentation.&middot; Record staff attendance, review timecard information, and compile additional information required for payroll administration.&middot; Assist the Executive Director with general administrative duties, paying attention to detail and accuracy. Prepare reports, memoranda, spreadsheets, and other documents on behalf of executive leadership.&middot; Assist with special projects, research assignments, and firm initiatives as requested.Knowledge and Skills Required:&middot; Strong interpersonal skills including the ability to relate to coworkers, foster good employee morale, and build professional relationships with attorneys and firm business associates.&middot; Excellent written and verbal communication skills.&middot; Minimum of 2 years of executive administrative and/or human resources experience, preferably supporting senior leadership in a professional services or legal environment.&middot; Experience supporting human resources functions strongly preferred.&middot; Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.&middot; Demonstrated ability to maintain strict confidentiality and exercise discretion in sensitive matters.&middot; High school diploma required, Associate&rsquo;s or Bachelor&rsquo;s degree preferred.Join us to be part of a dynamic team dedicated to fostering a supportive work environment while advancing your career in human resources administration!Pay: $24.00 - $30.00 per hourBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Employee assistance program</li><li>Flexible spending account</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Referral program</li><li>Tuition reimbursement</li><li>Vision insurance</li></ul>Experience:<ul><li>administrative and/or HR: 2 years (Required)</li></ul>Ability to Commute:<ul><li>Tulsa, OK 74120 (Required)</li></ul>Work Location: In person

Executive Assistant - Human Resources

Pro-Contractors

Overview We are seeking a dynamic and highly organized Executive Assistant to join our team and provide exceptional administrative support to senior leadership. This vital role offers an exciting opportunity to streamline daily operations, coordinate complex projects, and ensure the smooth functioning of our executive office. The ideal candidate will demonstrate proactive problem-solving, outstanding communication skills, and a passion for fostering efficiency across all administrative functions.Duties<ul><li>Manage and maintain detailed calendars using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and travel arrangements with precision.</li><li>Provide comprehensive executive administrative support, including drafting correspondence, proofreading documents, and transcribing meetings to ensure clarity and professionalism.</li><li>Coordinate multiple projects simultaneously by tracking deadlines, preparing reports, and ensuring timely completion of tasks.</li><li>Organize and facilitate event planning for corporate meetings, team-building activities, and special events to promote engagement and collaboration.</li><li>Handle office management responsibilities such as filing, data entry, bookkeeping with QuickBooks, and maintaining organized records to optimize workflow.</li><li>Serve as the first point of contact via multi-line phone systems with excellent phone etiquette while delivering exceptional customer service to internal teams and external clients.</li><li>Oversee clerical duties including filing, data entry, document signing through DocuSign, and managing front desk operations to uphold a professional office environment.</li><li>Support project coordination efforts by liaising with vendors, preparing agendas, taking minutes, and ensuring follow-up on action items.</li></ul>Experience<ul><li>Proven experience as an executive assistant or in a similar administrative role supporting senior executives.</li><li>Extensive office management experience with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry tasks.</li><li>Demonstrated ability in event planning, project coordination, bookkeeping (QuickBooks), and general clerical duties such as proofreading and transcription.</li><li>Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.</li><li>Excellent communication skills with professional phone etiquette and customer service orientation.</li><li>Familiarity with multi-line phone systems, Microsoft Outlook Calendar management, Office experience including filing systems, and office technology tools like DocuSign.</li><li>Ability to handle confidential information discreetly while maintaining a positive attitude and proactive approach. Join us in this rewarding role where your organizational talents will make a meaningful impact! We are committed to fostering a supportive environment that values your contributions while offering opportunities for growth within our vibrant team.</li></ul>Job Types: Full-time, Part-timePay: $15.00 - $18.00 per hourWork Location: Remote

Executive Assistant

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