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 position plays a key role in 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