Executive Assistant

Executive Assistant Quintessa Marketing - 3.5 Oklahoma City, OK Job Details Full-time $110,000 - $140,000 a year 19 hours ago Benefits Health insurance Dental insurance Paid time off Vision insurance Qualifications Correspondence management Business travel arrangements Executive administrative support Driver's License Attention to detail Task prioritization Calendar management Managing projects Appointment scheduling Managing executive calendars Cross-functional team management Meeting agenda preparation Personal assistant experience Cross-functional communication Time management Travel planning Full Job Description Role Summary The Director of Executive Operations serves as the principal operational, administrative, and strategic extension of the CEO functioning as a highly trusted proxy and confidant. The role holds comprehensive responsibility for the management and execution of the CEO's office, business interests, and select personal and family affairs, ensuring seamless coordination across corporate, investment, residential, and lifestyle domains. Operating with significant autonomy and delegated decision-making authority, this role acts on behalf of the CEO in day-to-day matters—making independent decisions, directing internal teams and external stakeholders, and safeguarding priorities, resources, and confidentiality. The role blends executive administration, operational leadership, financial oversight, staff management, and risk mitigation, requiring exceptional judgment, discretion, and executive presence. This is a highly visible, long-term, and trusted role is fulfilled by an experienced executive professional, who is accustomed to supporting C-suite or high net worth principals in complex environments, operating comfortably at the intersection of administration, operations, and leadership in fast-paced, dynamic, and high-demand environments. Key Responsibilities Executive Office Leadership Serve as an extension of the CEO and be responsible for driving execution, accountability, reporting, project management and executive operations. Serve as the primary gatekeeper and operational lead for the CEO's office, managing priorities, communications, scheduling, and execution across all domains. Exemplifies executive presence with professional, efficient, and effective representation of the CEO, and an ability to influence without formal authority if needed. Demonstrated ability to operate with autonomy, authority, and sound judgment, acting as a trusted proxy for the CEO in day-to-day decision-making, providing direction to internal teams, advisors, and external partners. Anticipate needs, opportunities, and risks, and serve as the first point of escalation for complex, time-sensitive, or sensitive matters. Synthesize complex information into concise, executive-level briefings, recommendations, and decision support materials. Operations, Strategy, and Finance Lead and oversee administrative and operational functions supporting the CEO and executive leadership, applying strong financial, operational, and organizational judgment. Design, implement, and continuously refine systems, workflows, and controls to bring structure, efficiency, and scalability to the CEO's office and related operations. Drive cross-functional initiatives and priorities, ensuring alignment with the CEO's objectives, timelines, and standards. Liaise closely with legal, finance, HR, operations, and external advisors to ensure accurate execution of directives. Provide functional leadership to internal team members and external partners, setting priorities, delegating work, and holding stakeholders accountable for results. Oversee financial matters related to the CEO's interests, including budgeting, expense management, approvals, financial tracking, and compliance. Review, authorize, and approve expenditures within delegated authority. Investment Portfolio Support Oversee the administrative and operational management of the CEO's real estate holdings and investment interests. Coordinate property management, leasing, renovations, acquisitions, and dispositions. Maintain accurate records, contracts, timelines, and financial documentation related to investments. Serve as the primary point of contact for brokers, property managers, attorneys, financial partners, and vendors. Residential and Household Operations Lead and manage staff at the CEO's residence(s), including hiring, onboarding, scheduling, performance oversight, and vendor coordination. Establish and enforce high standards of service, discretion, professionalism, and operational excellence. Oversee household operations, maintenance, logistics, and long-term planning. Travel and Logistics Plan and execute complex, high-touch travel for the CEO and family, including private aviation, international travel, and bespoke itineraries. Coordinate business travel, executive offsites, and personal travel with precision and confidentiality. Manage logistics across time zones and jurisdictions, proactively anticipating contingencies and resolving disruptions. Confidentiality, Risk Management, and Governance Handle highly sensitive business, financial, personal, and family information with absolute discretion, integrity, and sound judgement. Identify, assess, and proactively mitigate operational, financial, and reputational risks. Ensure compliance with applicable internal policies, legal obligations, and governance standards. Decision-Making Authority Authorized to make operational and administrative decisions on behalf of the CEO within defined parameters. Provide direction and guidance to internal staff and external partners to ensure timely, accurate, and high-quality execution. Resolve the majority of matters independently, escalating matters appropriately only when required.

Requirements:

Strong experience supporting founders, CEO's or senior executives is required. Experience managing complex calendars, travel, competing priorities, and cross-functional projects is essential. Highly proactive, detail-oriented, responsive, and capable of operating independently. Travel flexibility and availability outside of traditional business hours are expected as business needs arise. Please take this assessment as an additional part of the application (please copy and paste if the link does not work): https://go.cultureindex.com/p/p8fQGmWwVuJ1N Company Description Quintessa Marketing is a high-performance, non-branded marketing and intake company that supports law firms across the country. We help source, screen, and retain personal injury leads by connecting potential clients with law firms positioned to represent their claims. Quintessa Marketing is scaling fast, and we're looking for people who know how to create growth, not wait for it. Since 2016, we've delivered over 100,000 motor vehicle retainers and have doubled in size year over year. We're building toward a billion-dollar future with a team that values performance, ownership, and impact. We also believe success should give back — 50% of our profits go to charities, schools, and nonprofits. Equal Opportunity Employer We are an Equal Opportunity Employer and are committed to fostering a diverse and inclusive workplace. All qualified applicants will be considered without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, marital status, disability, veteran status, or any other protected status under applicable federal, state, or local laws. Work Authorization Applicants must be authorized to work in the United States on a full-time basis. Sponsorship is not available at this time.

Job Type:

Full-time Pay:

$110,000.00 - $140,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off Vision insurance Application Question(s): What is your desired salary?

Experience:

Executive administrative support: 3 years (Preferred)

CEO Admin Support:

3 years (Preferred)

Work Location:

In person