Job Description

Executive Assistant

Location: Edmond, OK

Department Administrative

The Executive Assistant provides administrative support to the CEO and executive leadership team, to ensure the efficient operation of the business. This role is responsible for managing schedules, coordinating meetings, preparing documents, and assisting with daily administrative functions that support company leadership.

The Executive Assistant serves as a key point of coordination between the CEO, employees, customers, and vendors. The ideal candidate is highly organized, dependable, and capable of managing multiple tasks while maintaining professionalism and confidentiality.

Key Responsibilities

Executive Support

• Manage executive calendars, schedule meetings, and coordinate appointments.
• Organize and prepare materials for meetings including agendas, presentations, and reports.
• Attend meetings as requested and take detailed notes, distributing summaries and action items.
• Screen and prioritize incoming communications including phone calls, emails, and meeting requests.
• Coordinate travel arrangements and itineraries for executive leadership.

Administrative Support

• Prepare, edit, and format documents, reports, proposals, and presentations.
• Maintain organized filing systems for company documents, contracts, and correspondence.
• Assist with data entry, document tracking, and maintaining administrative records.
• Process expense reports and maintain related documentation.
• Order office supplies and assist with maintaining office organization.

Communication and Coordination

• Serve as a liaison between executives and employees to help ensure effective communication across departments.
• Assist with coordinating internal communications from leadership to staff.
• Respond to routine inquiries from clients, vendors, or partners on behalf of executives when appropriate.
• Coordinate logistics for internal meetings, company events, and leadership meetings.

Operational Support

• Assist with administrative tasks related to company projects and initiatives.
• Help track action items and follow up with team members to ensure completion.
• Coordinate schedules and logistics with internal teams for project meetings and updates.
• Provide general administrative support to executives as needed to support business operations.

Skills and Abilities

• Strong written and verbal communication skills
• Excellent organizational and time management abilities
• High attention to detail and accuracy
• Ability to handle confidential information with discretion
• Proficiency in Microsoft Office (Word, Excel, Outlook, Teams, PowerPoint)
• Ability to manage multiple priorities in a fast-paced environment
• Strong interpersonal and professional communication skills
• Dependable and proactive work ethic

Education and Experience

• Associate’s degree preferred
• 2–5 years of administrative or executive support experience strongly preferred
• Experience supporting leadership in a professional office environment is preferred

Orion Security Solutions is an Equal Opportunity Employer and considers all applicants without regard to any legally protected status.