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Executive Administrative Assistant
Executive Administrative AssistantForrest Solutions • Oklahoma City, OK, US
Executive Administrative Assistant

Executive Administrative Assistant

Forrest Solutions • Oklahoma City, OK, US
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Job description : Executive Concierge

We are seeking a skilled, proactive, and highly organized Executive Concierge to provide dedicated support to our Office Managing Partner (OMP) . This role is critical to the smooth functioning of our office and requires exceptional attention to detail, multitasking abilities, and strong communication skills. The ideal candidate is comfortable managing high-level administrative tasks in a fast-paced, client-focused environment.

  • Work Hours : Monday to Friday, 8 : 00 AM – 5 : 00 PM
  • Pay Rate : $27.00 - $28.00 per hour

Key Responsibilities

Executive & Administrative Support

  • Provide high-level, on-site administrative assistance to the OMP.
  • Manage the OMP's calendar using Microsoft Outlook, ensuring seamless scheduling of meetings and appointments.
  • Monitor and respond to emails on behalf of the OMP; prioritize and escalate as needed.
  • Support reporting needs and assist with CPE and CPA-related administrative tasks.
  • Prepare and process expense reports in line with firm policies.
  • Coordinate domestic and international travel arrangements, including maintaining travel profiles.
  • Process Passport and Visa requests accurately and efficiently.
  • Manage restaurant reservations, client / staff gifts, and office newsletter distribution.
  • Format, edit, and brand documents to firm standards; coordinate electronic signatures.
  • Provide support for Microsoft Office Suite and troubleshooting assistance as needed.

    • Meeting & Event Coordination

  • Schedule and support meetings via WebEx, Microsoft Teams, or video conferencing platforms.
  • Arrange conference rooms and coordinate catering through approved vendors.
  • Assist with internal and external meeting logistics, including set-up and A / V readiness.
  • Conduct client research and prepare briefing materials for OMP-led meetings.
  • Distribute marketing materials and manage OMP subscriptions.

    • Office Operations & Facilities Support

  • Maintain shared spaces and ensure office organization aligns with cleanliness and safety standards.
  • Perform regular floor walks to check supplies, restock printers, and report / track maintenance issues.
  • Coordinate with third-party vendors for on-site tasks and ensure timely completion.
  • Provide hands-on support for office activities, including room set-ups and box moves.
  • Troubleshoot basic A / V and tech issues in meeting rooms.

    • Community & Collaboration

  • Meet and escort visitors for the OMP when necessary.
  • Maintain regular touchpoints with partners and MDs to ensure alignment on priorities.
  • Participate in monthly Executive Concierge community calls and stay informed on best practices and updates.
  • Collaborate closely with team members while working independently with minimal oversight.

    • Qualifications

  • Proven experience in executive or administrative support roles.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
  • Experience with WebEx, Microsoft Teams, and social media platforms (e.g., LinkedIn) preferred.
  • Exceptional organizational, time management, and multitasking skills.
  • Strong interpersonal and written / verbal communication abilities.
  • Proactive, detail-oriented, and adaptable to shifting priorities.
  • Comfortable working in a dynamic, fast-paced environment.

    • All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, or any other characteristic protected by law.

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    Executive Administrative Assistant • Oklahoma City, OK, US

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