Executive Assistant

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

Location: Tulsa, OK

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

Position Overview

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.

Key Responsibilities

Executive & Business Support (Approx. 90%)

• 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

Personal Support (Approx. 10%)

• 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

Qualifications

• 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

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.