Executive Assistant Job at Fuse3 Solutions in Oklahoma City
Fuse3 Solutions, Oklahoma City, OK, United States, 73116
Job Order: Executive Assistant
Position Title: Executive Assistant
Employment Type: Direct Hire | Full-Time
Location: Oklahoma City Metro (Onsite)
Reports To: Senior Leadership (Executive-Level)
Industry: Professional Services / Corporate Operations
Target Start: ASAP / Flexible
Position Overview
Our client is seeking a highly organized, proactive Executive Assistant to provide strategic administrative support to senior leadership within a fast-paced, professional environment. This role enables executives to remain focused on high-level priorities by managing complex schedules, communications, projects, and operational details with discretion and precision.
The ideal candidate is service-oriented, detail-driven, and thrives in a dynamic setting where priorities shift quickly. This position requires strong judgment, initiative, and the ability to anticipate leadership needs before they arise.
Key Responsibilities
Manage executive calendars, schedule meetings, and coordinate complex travel arrangements.
Organize and support meetings, including logistics, materials, and meal coordination.
Prepare, edit, and format correspondence, presentations, reports, and internal communications.
Handle sensitive and confidential information with the highest level of discretion.
Serve as a liaison between executives, internal teams, and external contacts.
Conduct research, compile data, and prepare reports to support leadership decision-making.
Assist with project coordination, tracking action items and ensuring deadlines are met.
Plan and execute internal events and employee engagement activities, managing all logistics.
Coordinate onboarding activities for new employees, including:
- Equipment and technology requests
- System and software access
- Scheduling onboarding meetings and training
Maintain organized document and data management systems using shared drives and standardized naming conventions.
Manage office operations including supplies, equipment maintenance, and new equipment orders.
Prepare invoices, expense reports, and administrative documentation for processing.
Interface with IT, facilities, and technology support teams on behalf of the department.
Distribute tickets or materials related to company-sponsored events as needed.
Ensure office and workspaces remain organized, efficient, and professional.
Anticipate executive needs and proactively resolve potential issues.
Perform additional administrative and operational duties as assigned.
Required Qualifications
Minimum of 3+ years of experience as an Executive Assistant or in a comparable administrative support role.
Demonstrated ability to support senior or executive-level leadership.
Exceptional organizational, time management, and prioritization skills.
Strong written and verbal communication skills.
High attention to detail with strong follow-through and accountability.
Proven ability to manage multiple priorities in a fast-paced environment.
Strong judgment, professionalism, and discretion in handling confidential information.
Proactive, solutions-oriented mindset with the ability to anticipate needs.
Comfortable working independently with minimal oversight.
Technical Skills
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Experience with task management or project tools (e.g., Asana or similar).
Comfortable navigating shared drives, document management systems, and collaboration tools.
Ability to interface effectively with IT and facilities teams.
Preferred Attributes
Positive, service-oriented attitude with a genuine desire to support others.
Calm under pressure with strong problem-solving skills.
Adaptable and flexible in a changing environment.
Professional presence and polished communication style.
Compensation & Benefits
Pay Range: Competitive; dependent on experience.
Comprehensive benefits package available.
Stable, professional work environment with executive visibility.
Additional Notes for Recruiters
This is a true Executive Assistant role supporting senior leadership
Discretion, anticipation, and executive presence are critical.
Strong tenure and reliability will be heavily weighted.
Ideal candidates often come from corporate, professional services, finance, healthcare, or executive support environments.
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