Calling All Okies! Are You an Administrative Black-belt?

JESS3 is seeking an executive assistant / administrative ninja for our Oklahoma City office. This position is guaranteed to be a unique experience for the ambitious career-oriented Oklahoman.

Part-time with potential for full-time employment. Will virtually support company’s executive team and company’s employees worldwide, and will work in-person with team in Oklahoma. Travel may be required.

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Duties and responsibilities include:

Support to CEO & COO:

  • Responsible for heavy calendar management, including accurate scheduling across world time zones. Requires interaction with both internal and external executives for meeting planning. Confer with executives as needed to schedule and coordinate meetings and other internal tasks.
  • Coordinates extensive travel schedules with company travel agency for CEO and COO, Provide all aspects of domestic and international travel support (research, planning, reservations, expense reporting).
  • Provide administrative support with enthusiasm and accuracy (phone calls, correspondence, report generation, detail-oriented, fact checking, note taking, record-keeping and archiving important documents) with prioritization and a sense of urgency as required.
  • Must be able to proactively recognize the executive’s needs before the executive has to ask; proactively keep manager aware of work/project status


Support to companywide teams:

  • Responsible for heavy calendar management, including accurate scheduling across world time zones. Requires interaction with both internal and external executives for meeting planning. Confer with other employees as needed to schedule and coordinate meetings and other internal tasks
  • Provide administrative support with enthusiasm and accuracy (phone calls, correspondence, report generation, detail-oriented, fact checking, note taking, record-keeping and archiving important documents) with prioritization and a sense of urgency as required.
  • Coordinates extensive travel schedules with company travel agency. Provide all aspects of domestic and international travel support (research, planning, reservations, expense reporting).
  • Assists in processing company paperwork; provide set-up support and help for new staff
  • Responsible for organizing and coordinating all office operations and procedures to ensure organizational efficiency and effectiveness.
  • Support in management and maintenance of company databases.
  • Other duties and projects as needed.

 
 
Skills & Requirements:

  • Must be a college graduate with four-year degree, preferably in advertising, marketing or communications.
  • Executive assistant experience preferred.
  • Proficient in PC, Mac and online tools.
  • Knowledge and familiarity of social media. Avid and personal use is a plus and is encouraged.
  • Self-starting, forward-thinking, solution-oriented highly motivated individual who is reliable and demonstrates ability to exercise sound judgment and poise.
  • Ability to work virtually.
  • Highly organized, technologically informed and inclined, capable writing and communication skills.
  • Loves work, loves people, and thrives from creating order from chaos. Should also be passionate, with a strong work ethic focused and determined. Values and understanding in progressive business is a must.
  • Background in a creative agency / environment a plus.
  • Must own a reliable computer.
  • Must be comfortable with working with online tools and software, as company works almost exclusively with virtual systems
  • Polished and professional demeanor, as well as outstanding written and verbal communication skills; thrives in creative and fast-paced environment.
  • Prioritize and manage multiple projects simultaneously, following up on issues in a timely manner.
  • Exercises good judgment and able to make decisions within scope of authority.
  • Able to work independently with minimal guidance to carryout assigned responsibilities.
  • Adherence to sensitive timelines, deadlines, and confidential materials.
  • High level of flexibility in fast paced environment.



Only applications with resumes and cover letters considered; please submit to lydiawallbaum@jess3.com. Rate dependent on experience.



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