Administrative Assistant (Oklahoma City)
Calculated Hire, Oklahoma City, OK, United States
Job Title: Administrative Assistant
Job Summary:
The Administrative Assistant provides high-level administrative and operational support to ensure efficient office functions. This role involves managing correspondence, coordinating activities, maintaining records, and supporting financial and program operations while serving as a key point of contact for internal and external stakeholders.
Key Responsibilities:
Process and manage payment of claims and prepare invoices
Maintain electronic files, including saving and organizing certificates of insurance
Retrieve and distribute incoming mail
Monitor and manage the division head’s email and calendar
Track and forward correspondence between departments and external partners
Participate in projects as a team member or lead initiatives when assigned
Develop and implement administrative procedures and processes
Draft and initiate correspondence requiring knowledge of organizational policies and procedures
Maintain confidential and complex records and filing systems
Interpret and communicate rules, regulations, and policies to internal and external stakeholders
Oversee administrative operations, including requisitions, purchase orders, bookkeeping, and other fiscal duties
Coordinate activities and communication across departments and with external partners
Represent leadership or the organization at meetings, conferences, or events
Develop and support training or educational programs
Manage scheduling, appointments, and general office support tasks
Utilize advanced office and data systems to compile, review, and verify reports and documents
Identify and resolve discrepancies, escalating complex issues as needed
Train, mentor, and support staff development
Supervise administrative support staff as assigned
Qualifications:
Strong organizational and multitasking skills
Knowledge of administrative and financial processes
Ability to handle confidential information with discretion
Excellent communication and interpersonal skills
Proficiency in office software and data management systems
Ability to work independently and collaboratively
Job Summary:
The Administrative Assistant provides high-level administrative and operational support to ensure efficient office functions. This role involves managing correspondence, coordinating activities, maintaining records, and supporting financial and program operations while serving as a key point of contact for internal and external stakeholders.
Key Responsibilities:
Process and manage payment of claims and prepare invoices
Maintain electronic files, including saving and organizing certificates of insurance
Retrieve and distribute incoming mail
Monitor and manage the division head’s email and calendar
Track and forward correspondence between departments and external partners
Participate in projects as a team member or lead initiatives when assigned
Develop and implement administrative procedures and processes
Draft and initiate correspondence requiring knowledge of organizational policies and procedures
Maintain confidential and complex records and filing systems
Interpret and communicate rules, regulations, and policies to internal and external stakeholders
Oversee administrative operations, including requisitions, purchase orders, bookkeeping, and other fiscal duties
Coordinate activities and communication across departments and with external partners
Represent leadership or the organization at meetings, conferences, or events
Develop and support training or educational programs
Manage scheduling, appointments, and general office support tasks
Utilize advanced office and data systems to compile, review, and verify reports and documents
Identify and resolve discrepancies, escalating complex issues as needed
Train, mentor, and support staff development
Supervise administrative support staff as assigned
Qualifications:
Strong organizational and multitasking skills
Knowledge of administrative and financial processes
Ability to handle confidential information with discretion
Excellent communication and interpersonal skills
Proficiency in office software and data management systems
Ability to work independently and collaboratively