Administrative Specialist IV - Corporate

#WeAreONEOK – Fortune 500 company. 100+ years in business. Leading midstream service provider. Safety first. Sustainable operations. Environmentally responsible. Employee focused.

JOB SUMMARY

In this role you will provide administrative support to a small team of Leaders in the Commercial Crude Business Segment. Key responsibilities include managing calendars, coordinating meetings and travel, preparing presentations (PowerPoint/Excel), handling correspondence, and analyzing data. Support includes quarterly team meetings, monthly Lunch & Learns, biannual 1:1s, and client event coordination. Strong communication skills, ability to manage competing priorities, and advanced PowerPoint with moderate to advanced Excel proficiency are essential.

Job Profile Summary

Provide administrative support to one or more executive roles throughout the organization.

Essential Functions and Responsibilities

• Provide administrative support for a senior executive or group of executives traveling to conferences, including travel coordination with the company pilots, transportation, lodging, catering, meal planning, meeting logistics and presentation preparation.
• Provide support for meetings (quarterly employee and quarterly officer), including presentation preparation, logistics, catering, transportation and lodging.
• Provide guidance and/or assistance to executives, corporate directors, governmental/regulatory officials, stockholders, customers, employees and other concerning, but not limited to:
  • Executive schedules.
  • Dissemination of confidential and sensitive information.
  • Special requests or activities.
  • Corporate policies and procedures.

• Answer executive phones, assessing caller needs and determining required action.
• Receive, open and route correspondence. Disseminate requests for information or assistance related to invoices, news releases and correspondence to ensure timely follow-up.
• Read, interpret, process, edit and/or prepare correspondence and reports using applicable software, for example:
  • Executive’s personal correspondence.
  • Speeches/presentations to civic and industry groups.
  • Business and stockholder correspondence.
  • Invoices and expenses.
  • Special projects.

Education

• Associate's Degree in office administration or an equivalent combination of formal education and the following job related experience

Work Experience

• 10 or more years related work experience providing administrative support to one or more executives preferred
• Experience reading, interpreting, extracting, and/or disseminating information from various sources including financial reports and information, policies and procedures, periodicals and publications, stock transactions, company invoices, annual reports and dividend and investment information

Knowledge, Skills and Abilities

• Knowledge of: organizational structures and terminology used in a corporation and its business segments.
• Skills in: composing and preparing professional correspondence and reports.
• Skills in: operating most standard office equipment.
• Skills in: reviewing and interpreting general ledger accounts.
• Skills in: Microsoft Office Suite with advanced proficiency in Word, Excel and PowerPoint.
• Skills in: basic mathematical functions, including application of decimals and percentages.
• Skills in: planning and executing conferences and meetings.
• Ability to: maintain strict confidentiality with sensitive information.
• Ability to: communicate and/or exchange information effectively.
• Ability to: interpret and/or administer policies and procedures applicable to position.
• Ability to: advise and direct effectively.
• Ability to: develop and maintain physical and/or electronic filing systems.

Licenses and Certifications

• None required

Strength Factor Rating - Physical Demands/Requirements

• Sedentary Work - Exerting up to 10 pounds of force occasionally (Occasionally: activity or condition exists up to 1/3 of the time) and/or a negligible amount of force frequently (Frequently: activity or condition exists from 1/3 to 2/3 of the time) to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Strength Factor Description - Physical Demands/Requirements