Herndon Engineering Looking for Executive Assistant/Office Manager at Tulsa, OK Full Time

*Scheduling- Handle all scheduling and meeting requests proactively and effectively to maximize the CEO’s time to focus on high level work.* • Take the time to understand the executive’s recurring calendar items and levels of priority, in order to efficiently schedule and reschedule meetings. • Collaborate with other executives, team members and outside professionals to schedule calls and meetings. • Take ownership of all aspects of the meetings/schedule. • Confirm all in person meetings and locations at least one day in advance. • Make and confirm all restaurant reservations at least one day in advance. • Proactively ask if conference room reservations or catered lunches are needed. • Brief executive on upcoming weeks schedule. • Schedule personal appointments when necessary. *Travel- Take ownership of all business and some personal travel for the executive.* • Use critical thinking when making all recommendations, from flight to hotels and uber vs car services. • Keep track of all flight/travel credits and apply to the bookings. • Take the time to learn preferred seating for day/night flights, preferred airlines and club memberships. • Expect changes and be available to execute last minute travel plans in a timely manner. • Effectively block travel time on calendar and become familiar with Tripit. • Book hotels for travel and room blocks for conferences in advance and proactively check the upcoming conference schedule. • Create business itineraries prior to the travel and download all conference schedules for the executive. • Learn which projects are related to different geological areas and schedule/confirm all meetings while traveling, to maximize the value of the trip. • Arrange and manage travel for visiting clients. *Office Management *• Organize catering for daily lunches and meetings as needed. • Assist with managing office and kitchen supplies, including food and beverage deliveries. • Manage building/landlord communications, including preregistering visitors. • Manage any facility needs. *Qualifications & Skills • Exemplary planning and time management skills* • Up-to-date with advancements in office gadgets, software programs and applications • High level verbal and written communication skills • Displays critical thinking and outstanding judgement • Previous executive administrative experience • Experience with travel arrangements, meeting scheduling & coordination • Maintains confidentiality, while always exercising discretion • A team player with a great attitude and strong work ethic • Proven track record of prioritizing a heavy workload and coordinating among multiple departments

Job Types: Full-time, Part-time

Pay: $105,671.12 – $135,711.90 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 4 hour shift
• 8 hour shift
• After school
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Tulsa, OK: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: One location