Executive Administrative Assistant

Req ID: 31741

BASIC PURPOSE: This position is responsible for providing analysis and administrative support for the company’s Information Technology senior leadership staff.  Duties include data analysis and reporting, process administration and facilitation, project tasks, administrative tasks and general clerical responsibilities.

MAJOR RESPONSIBILITIES:

• Assisting others, and working independently, in gathering, analyzing and reporting data for use in internal/external meetings, presentations and carrying out administrative duties
• Assemble, maintain and publish departmental reports such as organization charts, floor plans, space utilization, and budget, expenditure, and headcount tracking and reconciliation spreadsheets
• Facilitate administrative processes for the department such as recruiting and on-boarding, travel arrangements, expense tracking, supply ordering
• Schedule and book travel and arrangements
• Invoice matching, coding and routing
• Preparation of Executive(s) expense reports
• Interface with internal and external parties for Executive through written and phone correspondence and administrative meetings as required
• Filing, copying, faxing, and organizing
• Calendar maintenance and appointment scheduling for Executive
• Department event planning
• Prepare and distribute meeting notes
• Other duties as assigned

EDUCATION AND EXPERIENCE:

• Education:
  • Associates Degree or equivalent required
  • Bachelor’s Degree a plus
• Experience:
  • 4 years experience in similar role

SKILLS AND PHYSICAL DEMANDS:

• Skills:
  • People / interpersonal skills, customer focus
  • Computer system skills, Microsoft Office (heavy Excel), Visio, PowerPoint, and SharePoint, Typing (60+ wpm)
  • Research, data analysis and report preparation skills
  • Oral and written communication skills
  • Organization and attention to detail skills
  • Able to be a team player and the ability to work independently
  • Able to deal with confidential and time sensitive material
  • Work in a professional environment

• Typical Physical Demands:

• Requires prolonged sitting, some bending and stooping
• Occasional lifting up to 25 pounds
• Manual dexterity sufficient to operate a computer keyboard and calculator
• Requires normal range of hearing and vision

Job Function(s): Administrative; Information Technology

Founded in 1964 by Tom Love, Love’s Family of Companies is headquartered in Oklahoma City, Oklahoma, and remains entirely family owned and operated. With more than 300 locations in 40 states, Love’s approximate growth rate is 20 stores per year. Love’s has consistently ranked in the top 10 on Forbes’ Magazine’s annual listing of America’s largest privately held companies. From the first filling station in Watonga, Oklahoma, the Love’s commitment has remained the same: “Clean Places, Friendly Faces.”