Executive Assistant & Integra Support Specialist

$45,000 - $45,000/Yr

Surgical Advantage - Tulsa, OK

Full-time - Entry Level

Tulsa, OK

Merchant Wholesalers, Durable Goods

About the position

The Executive Assistant and Integra Support Specialist is responsible for providing high-level administrative support to the executive team while managing essential financial, customer service, and operational tasks. This role is crucial for ensuring seamless operations across various departments, including accounts payable, accounts receivable, and customer support for Integra and Surgical Advantage. The ideal candidate must be organized, detail-oriented, and capable of handling sensitive information with discretion, while also maintaining excellent communication with internal and external stakeholders.

Responsibilities

• Provide high-level administrative support to the executive team, including managing calendars, coordinating travel arrangements, scheduling meetings, and preparing documents.
• Prepare, edit, and format correspondence, presentations, and reports on behalf of the executive team.
• Handle confidential and sensitive information with discretion, ensuring strict confidentiality.
• Conduct research and compile data to support decision-making processes.
• Organize and prioritize tasks for the executive team, ensuring efficient completion of assignments and meeting deadlines.
• Serve as a point of contact between the executive team and internal/external stakeholders, maintaining professionalism and clear communication.
• Prepare weekly reports for Integra and Surgical Advantage, tracking progress and identifying areas of concern.
• Process payments, including checks, credit cards, ACH transactions, and managing deposits for the business.
• Manage accounts payable and follow up on accounts receivable, ensuring timely payment of past-due invoices and issuing customer statements.
• Oversee sample accounts for both Integra and Surgical Advantage.
• Process DRF's (Discount Request Form) to ensure accurate record-keeping of transactions and financials.
• Collaborate with the Integra Order Management Team for order management P.O.
• Respond to customer inquiries promptly and professionally, providing accurate information regarding products and services.
• Resolve customer complaints and issues, escalating complex situations when necessary to ensure customer satisfaction.
• Maintain a thorough understanding of the company's products, services, and policies to assist customers effectively.
• Process customer orders, returns, and exchanges accurately and in a timely manner.
• Work closely with internal teams to address customer needs and ensure exceptional service delivery.

Requirements

• Proven experience in an executive support role or similar position.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks simultaneously and prioritize effectively.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Teams, Etc).
• Experience with accounts payable, receivable, and order management is preferred.
• Ability to handle confidential information with discretion.
• Strong customer service skills and the ability to resolve issues efficiently.

Nice-to-haves

• Proactive problem-solver with the ability to work independently and in a team environment.
• A high level of professionalism and a positive attitude.
• Strong time management skills with the ability to meet deadlines.

Benefits

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