Executive Assistant

Compensation: $80,000 – $115,000 annually (DOE)

Location: Tulsa, OK

Benefits: This position is eligible for medical, dental, vision and 401(k).

We are seeking a highly experienced, proactive, and detail-oriented Executive Assistant to support a Vice President within a fast-paced environment. This is a high-level role requiring exceptional organizational skills, discretion, business acumen, and the ability to anticipate needs before they arise.

This position operates with a 90/10 split between business and personal responsibilities. The ideal candidate is polished, adaptable, resourceful, and thrives in a dynamic, deadline-driven industry.

• Manage complex and ever-changing calendars, including prioritizing meetings, resolving conflicts, and ensuring optimal time management
• Oversee email management, including drafting responses, flagging priority communications, and maintaining inbox organization
• Track and monitor project goals, KPIs, and performance metrics; provide regular updates and dashboards to the Vice President
• Prepare reports, presentations, briefing documents, and meeting materials
• Coordinate internal and external meetings, including agenda preparation and follow-ups
• Serve as a liaison between the VP and internal teams, clients, vendors, and project stakeholders
• Monitor project timelines and proactively communicate critical updates or potential issues
• Assist with contract tracking, document management, and project-related administrative needs
• Support strategic planning initiatives and special projects
• Coordinate travel arrangements for business (flights, lodging, transportation, itineraries)
• Maintain strict confidentiality across all business matters
• Anticipate executive needs and provide proactive solutions to increase efficiency

• Coordinate personal travel arrangements for the VP and family (flights, accommodations, transportation, itineraries)
• Manage personal scheduling as needed
• Place grocery and household orders via platforms such as Instacart
• Handle occasional personal errands and vendor coordination
• Assist with reservations, appointments, and special event planning

• 5–10+ years of experience supporting senior executives (Vice President, C‑Suite, or equivalent)
• Experience in construction, engineering, or project-based industries strongly preferred
• Demonstrated experience tracking KPIs, project metrics, or operational reporting
• Exceptional organizational and time management skills
• Strong written and verbal communication skills
• Advanced proficiency in Microsoft Office Suite (Excel, Outlook, PowerPoint, Word)
• Ability to handle sensitive information with discretion and professionalism
• Proven ability to work independently and make sound judgment calls
• Highly adaptable in a fast-paced, deadline-driven environment
• Professional presence and strong interpersonal skills