Job Description

Title: Executive Assistant

Location: Claremore, OK 74017. (Onsite)

Duration: 6-12 Months Contract

Job Description:

Terms of Employment

• W2, Contract-to-Hire, initial 6–12-month contract
• This position is onsite in Claremore, Oklahoma
• Full-Time Opportunity
• Shift Schedule: 7:30am to 4:00pm (M-F)

Overview & Responsibilities

• Our client is seeking an Executive Assistant to support the Vice President of their Artificial Lift product line, who is the overall business leader, and the immediate executive team.
• This is a high-visibility and critical support role at the largest manufacturing site in North America, which serves as a center of excellence for the company.
• The ideal candidate will be a polished professional with strong communication and multitasking abilities, capable of handling traditional administrative duties alongside complex, high-level organizational and international customer interaction responsibilities.
• This role offers the opportunity to be the first point of contact for senior customer management, including representatives from global companies, and to be deeply involved in site-wide community engagement and high-level internal communications. This role is anticipated to convert to a full-time, direct hire position quickly.

Key responsibilities include:

• Provide comprehensive administrative support to the Vice President of Artificial Lift, who is the main boss and travels about 40% of the time.
• Support the immediate executive team (approximately five directors) with tasks such as conference room booking, securing loaner laptops, or arranging lunches, especially during international travel or special client visits.
• Serve as the first point of contact for foreign guests, senior customer management (e.g., from Saudi Aramco, Exxon), and rotators from various countries (e.g., Germany, Saudi Arabia, Australia, Colombia, Argentina).
• Assist international guests by providing letters of invitation and coordinating with local hotels and rental car services.
• Draft, format, and distribute high-level organizational announcements to large distribution lists (e.g., up to 4,000 people), such as welcoming new site or office managers.
• Prepare and format presentations (e.g., PowerPoints) for the executive team.
• Perform traditional administrative duties, which include handling invoices, scheduling lunches, and booking conference rooms (estimated at about 25% of the role).
• Be involved in supporting and assisting with community events such as the Veterans Program event, Halloween festivities, Thanksgiving, and the annual Christmas party.
• Manage a workload where multiple tasks are urgent by working with the main manager to prioritize and sequence tasks effectively.
• Provide occasional overtime support (typically 5 to 8 hours per week, rarely 10 to 15 hours) for urgent matters, such as a call at 9 PM regarding international travel or a weekend commitment for a major client or executive visit (compensated appropriately).
• The position is onsite Monday to Thursday, with Fridays generally remote, unless there is a visit from division line presidents or other officials.

Required Skills & Experience

• High School Diploma or equivalent; an Associate's Degree is preferred, but equivalent experience (e.g., 10-15+ years) with a demonstrated high level of professionalism and language skill will be considered.
• Proven experience as an Executive Assistant, having "rubbed elbows with executives".
• Strong proficiency in MS Office.
• Excellent written and verbal communication skills.
• Demonstrated ability to multitask, quickly adapt, and learn in a constantly changing business environment.
• Strong organizational skills and ability to prioritize competing urgent demands.
• Ability to maintain a high level of professionalism when interacting with executives and senior customer management.

Sincerely,

Preetam Raj

Lead Technical Recruiter

nTech Workforce Inc.

D: 410-505-4857 EXT: 726

E: preetam@ntechworkforce.com

preetam(at)ntechworkforce(dot)com

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