Executive Assistant OKC

SUMMARY

The Executive Assistant provides high-level administrative and operational support directly to the Executive, serving as a trusted partner in day-to-day activities. This role is critical to ensuring the Executive can focus on strategic and operational priorities by managing schedules, preparing materials, capturing key information, and proactively anticipating needs. The Executive Assistant will also engage with customers and internal stakeholders, representing the Executive and the company with professionalism and care. While prior aerospace experience is not required, a strong desire and ability to learn the industry are essential.

ESSENTIAL FUNCTIONS

• Manage the Executive’s calendar, including scheduling meetings, appointments, and travel arrangements with precision and efficiency.
• Prepare, edit, and finalize presentations, reports, and other documents using Microsoft PowerPoint, Excel, Word, and Outlook.
• Take comprehensive meeting minutes in various settings (formal meetings, walk-around discussions, and phone calls), ensuring accurate documentation and effective follow-up on action items.
• Serve as the primary point of contact for both internal teams and external customers on behalf of the Executive, maintaining clear, timely, and professional communication.
• Interact and engage directly with customers (clients), coordinating meetings, providing requested information, and supporting relationship-building efforts.
• Proactively anticipate the Executive’s needs and support executive priorities and operational efficiency.
• Assist in tracking projects, compiling updates, and monitoring key deadlines across initiatives.
• Handle sensitive and confidential information with the highest level of discretion and integrity.

KNOWLEDGE

• Proficiency in Microsoft Office Suite (PowerPoint, Outlook, Excel, Word).
• Strong organizational and time management skills; ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills, including comfort engaging with executive-level customers and stakeholders.
• Acute attention to detail and commitment to high-quality, accurate work.
• Ability to work independently and exercise sound judgment.
• Eagerness and ability to learn about the aerospace industry and understand technical concepts.

COMPETENCIES

• Proactive problem-solving and critical thinking
• Professionalism and discretion
• Customer engagement and relationship management
• Adaptability and flexibility
• Initiative and self-motivation
• Strong note-taking and documentation skills
• Teamwork and collaboration

EXPERIENCE AND EDUCATION

• High school diploma or equivalent required
• Associate’s or bachelor’s degree in business administration, communications, or a related field preferred.
• Equivalent combination of education and relevant experience will be considered.
• 5+ years of experience supporting senior executives, ideally in a dynamic or technical environment.
• Experience managing executive calendars, preparing materials, and engaging with customers or clients.

WORKING CONDITIONS

• Primarily office-based within an aerospace manufacturing or operations environment.
• Frequent interaction with internal teams and external customers.
• May occasionally require extended hours or schedule flexibility to support critical business needs.
• Regularly required to sit, stand, and work at a computer for extended periods.
• Occasional walking through production or operational areas.
• Ability to lift or carry materials up to 15 pounds as needed.

WORK AUTHORIZATION/SECURITY CLEARANCE

• U.S. Citizen or Permanent Resident
• If a Security Clearance is required:
  • Candidates "must/may need" to be able to obtain and maintain a DoD Security Clearance
  • Successful candidates must be able to secure Program Access approval