System One is hiring: Executive Assistant in Tulsa

Administrative & Project Support Specialist

We are seeking a highly professional, well-spoken, and organized individual to provide comprehensive administrative and project support. This role is critical in ensuring smooth operations, effective communication, and accurate documentation across project teams and external stakeholders.

Key Responsibilities

Secretarial Duties

• Attend and accurately record minutes for all project-related meetings.
• Prepare cover letters and generate correspondence (via dictation) for Class, Client, and Flag Authorities.
• Update Vessel Issues Lists based on feedback from Client, Class, and Flag Authorities.
• Create flow charts, presentations, and spreadsheets as needed.
• Maintain project document controls in current and accurate status.
• Manage incoming and outgoing project correspondence, including mail and courier duties.

General Administrative Support

• File and maintain project team records.
• Photocopy, bind, and distribute documentation for Clients, Suppliers, Production, Class, and Flag Authorities.
• Manage office equipment and supplies inventory.
• Track project cameras and manage digital/paper photograph cataloguing and archiving.
• Collect, organize, and submit project team timesheets to payroll.
• Assist with locating staff when urgently required and maintain project team mail trays.
• Coordinate bookings for accommodation, meeting rooms, restaurants, and training facilities.
• Support coordination of job interviews and maintain related documentation.
• Collate and maintain vessel manuals, checklists (VCCL, ACCL), and survey notifications/archives.

Specialized Duties

• Manage Technical Library access, database, and project archives.
• Streamline departmental reports and procedures for greater efficiency.
• Compile and present handover documentation required by contracts and specifications.
• Process and database translations received in English/other languages.

Qualifications & Skills

• Proven secretarial/administrative experience (shorthand a plus).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access, Outlook).
• Excellent written, verbal, and presentation skills.
• Strong organizational skills with meticulous attention to detail.
• Ability to multitask and manage multiple projects simultaneously.
• Professional discretion with confidential information.
• Strong team collaboration and interpersonal communication skills.

Employment Requirements

• Must be 18 years of age or older.
• Proof of U.S. Person status required.
• Ability to obtain and maintain a DoD clearance if necessary.
• No felony convictions for theft, deception, or violent crimes within the last 7 years.
• No felony drug convictions within the last 3 years.
• Willingness to submit to drug screening and background check.