Executive Assistant

Oklahoma City, OK, USA|

Job Overview

Compensation

Salary

Range $41,000.00 - $61,500.00

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Paid vacation

Paid holidays

401(k)

Training and Development

Job Description

Robinson Aviation (RVA) Inc. and MedTrust are dynamic companies operating within the aviation and healthcare sectors, respectively. Known for their commitment to excellence and integrity, both organizations strive to deliver top-tier services while fostering a supportive and inclusive working environment. RVA primarily focuses on providing aviation services, offering comprehensive solutions that cater to a diverse range of clients. MedTrust serves the healthcare industry with specialized programs designed to improve patient outcomes and support healthcare providers with innovative solutions. Together, these companies operate seamlessly to maintain operational efficiency and uphold industry standards.

We are currently seeking an Executive Assistant to join our team and provide high-level administrative and operational support to the executive leadership teams of Robinson Aviation and MedTrust. The Executive Assistant position is crucial in ensuring smooth daily business operations, coordinating schedules, managing corporate meetings, handling travel logistics, and overseeing various office functions. This role demands an individual who is organized, proactive, and detail-oriented, capable of handling multiple priorities in a fast-paced environment while maintaining a high degree of professionalism and confidentiality.

The ideal candidate will be responsible for organizing and maintaining executive calendars, preparing and distributing meeting agendas and minutes, coordinating startup materials for new contracts, assisting with expense reports, and submitting Freedom of Information Act (FOIA) requests. Additionally, the Executive Assistant will manage travel arrangements, conference registrations, corporate facility accounts such as telephone and internet services, and the preparation of Board of Directors meeting presentations. The role also encompasses managing office supplies inventory, coordinating company events like employee birthdays and holiday gift distributions, and ensuring smooth communication through telephone and mail handling.

This full-time position requires a seasoned professional with excellent organizational and communication skills, the ability to exercise sound judgment, and proficiency in Microsoft Office Suite. The Executive Assistant will work independently while collaborating with multiple departments, supporting the overall goals of both RVA and MedTrust. Occasional travel may be necessary to facilitate conferences, meetings, and corporate events. This role offers a unique opportunity for a detail-driven professional to be an integral part of two growing companies that value employee development, diversity, and inclusion.

Job Requirements

Associate’s or Bachelor’s degree in Business Administration, Office Administration, or related field preferred
Minimum of three years of progressively responsible administrative or executive support experience
Experience supporting executive leadership in a fast-paced corporate environment
Excellent organizational and time management skills with ability to prioritize multiple assignments
Strong written and verbal communication skills
Demonstrated ability to maintain confidentiality and exercise sound judgment
Proficiency with Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Microsoft Teams
Strong attention to detail and commitment to accuracy
Ability to work independently while collaborating effectively with multiple departments

Job Qualifications

Associate’s or Bachelor’s degree in Business Administration, Office Administration, or related field preferred
Minimum of three years of progressively responsible administrative or executive support experience
Experience supporting executive leadership in a fast-paced corporate environment
Excellent organizational and time management skills with ability to prioritize multiple assignments
Strong written and verbal communication skills
Demonstrated ability to maintain confidentiality and exercise sound judgment
Proficiency with Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Microsoft Teams
Strong attention to detail and commitment to accuracy
Ability to work independently while collaborating effectively with multiple departments
Experience coordinating corporate meetings, conferences, and executive travel
Experience supporting multiple executives and business entities
Experience preparing executive presentations and board meeting materials
Familiarity with government contracting, healthcare, or professional services environments
Experience with vendor coordination and office facility management

Job Duties

Organize and maintain executive calendars, schedule meetings, appointments, and coordinate executive priorities
Prepare, update, and distribute meeting agendas and meeting minutes for leadership and corporate meetings
Prepare startup materials for newly awarded contracts and distribute materials to relevant personnel
Assist executive leadership with preparation and submission of expense reports
Prepare and submit Freedom of Information Act (FOIA) requests
Coordinate conference registrations, booth selections, hotel accommodations, airfare, and shipping of booth displays and materials
Coordinate hotel reservations and travel arrangements for executive leadership
Manage corporate facility accounts including telephone and internet services
Prepare, edit, and maintain Board of Directors meeting presentations and slide decks
Assist with maintaining and updating the company store
Coordinate distribution of employee birthday cards
Organize and manage annual holiday gift distribution for field employees
Order business cards for employees as requested
Coordinate the return of company-issued equipment and system access for departing employees
Manage security access for corporate office staff and maintain authorized entrants listing
Answer incoming corporate telephone calls and provide backup telephone coverage
Retrieve, sort, and distribute daily corporate mail
Assist with planning, coordinating, and supporting company training conferences, leadership meetings, and other corporate events
Coordinate corporate office facility needs including IT support, telephone, internet, plumbing, HVAC, and maintenance requirements
Organize, distribute, monitor inventory, and reorder office supplies for the corporate office