Executive Assistant

Robert Half - Oklahoma City, OK

Full-time - Mid Level

Oklahoma City, OK

Administrative and Support Services

About the position

The Executive Assistant role at Robert Half is designed to provide high-level administrative support to the President of an insurance company. This position is crucial for managing daily administrative tasks and coordinating various company events. The ideal candidate will possess strong organizational skills, a background in event planning, and the ability to communicate effectively while multitasking in a fast-paced environment.

Responsibilities

• Provide high-level administrative support to the President, including managing schedules, travel arrangements, and communications.
• Coordinate and prepare materials for meetings, including presentations, reports, and agendas.
• Handle confidential information with discretion and professionalism.
• Plan, coordinate, and execute internal and external events, including company meetings, conferences, and client events.
• Oversee event logistics, vendor management, budget preparation, and on-site support to ensure seamless execution.
• Track event milestones and deadlines to ensure timely delivery of all event elements.
• Assist in managing special projects assigned by the President, ensuring timely completion and alignment with company goals.
• Collaborate with various departments to ensure cross-functional coordination for projects and events.
• Act as a point of contact for internal and external stakeholders, ensuring clear and timely communication.
• Draft, review, and distribute various forms of correspondence on behalf of the President.

Requirements

• Proven experience in event planning and executive-level administrative support (insurance industry experience is a plus).
• Strong organizational and time-management skills with the ability to prioritize and manage multiple tasks.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and event planning software.
• Ability to work independently and maintain a high level of professionalism.
• Flexibility to manage changing priorities and work under pressure in a fast-paced environment.
• Minimum of 3 years of experience in an executive assistant role or similar position.
• Proficiency in ADP - Financial Services.
• Strong skills in Cisco Webex Meetings for organizing and managing virtual meetings.
• Experience with Concur for expense management.
• Familiarity with CRM systems for managing client relationships.
• Ability to use Kronos Timekeeping System for tracking employee hours.
• Knowledge of About Time software for project management.
• Exceptional skills in calendar management, including scheduling appointments and meetings.
• Excellent communication skills, both written and verbal, for effective correspondence and interaction with various stakeholders.
• Proficient in managing conference calls for effective remote communication.
• Ability to handle correspondence professionally and confidentially.

Benefits

• Medical insurance
• Vision insurance
• Dental insurance
• Life insurance
• Disability insurance
• 401(k) plan