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Executive Administrative Assistant

Executive Administrative Assistant

nTech WorkforceHouston, TX, US
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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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