Executive Ops & Experience Specialist; Sr. Executive Admin

Executive Ops & Experience Specialist (Sr. Executive Admin)

Full Time Professional Tulsa, Tulsa, OK, US

7 days ago Requisition

A highly organized, proactive, and agile candidate to support a team of five senior executives. This role is critical to keeping leadership aligned, prepared, and operating efficiently. It is not a traditional admin role; it actively participates in planning executive outings, assisting with employee engagement efforts, and executing special initiatives across the organization. Many decisions will be made with minimal input, requiring a high level of judgment, and the ability to prioritize requests is essential.

• Experience in Microsoft 365
• Highly organized with exceptional attention to detail and follow-through
• Strong communication skills with the ability to interact professionally at all levels
• Ability to manage multiple priorities and shift quickly as needs change
• High level of discretion and confidentiality
• Proactive problem‑solver who anticipates needs before they arise
• Comfortable operating independently with minimal direction

• Bachelor's degree in business or related field
• 3–7+ years of executive administrative support experience
• Experience with event planning, logistics coordination, or employee engagement initiatives
• Resourceful and creative, especially in planning events and employee experiences
• Positive, service‑oriented mindset with a focus on team culture

• Manage calendars and coordinate meetings across executive schedules.
• Serve as a gatekeeper for communication, including screening calls and emails.
• Monitor and respond to executive communications when leaders are unavailable.
• Sort and manage incoming mail.
• Coordinate internal logistics, such as document delivery and interoffice requests (includes walking between multiple office buildings).
• Maintain executive supply inventory and ensure readiness for daily operations.
• Plan and coordinate business travel, including flights, accommodations, and itineraries.
• Provide occasional personal scheduling support as needed.

• Plan off‑site executive leadership team meetings twice annually, including venue selection, travel coordination, meal planning, and team‑building activities. Meetings typically occur in November and June.
• Plan and execute leadership team meetings for five teams twice annually, with full logistics support, including venue management, meal planning, and evening event planning. Meetings typically occur in December and July.
• Coordinate meeting room setup as directed, including room layout, hospitality readiness, meeting materials, and more.
• Source and order SWAG for meetings and events.

• Plan and execute employee appreciation initiatives (e.g., scheduling a snow cone truck). This will often be directed by an executive leader, but proactive suggestions are welcomed when clear opportunities for impact exist.
• Manage communications that come from the executive team, such as holiday cards.
• Execute employee experience initiatives (e.g., gifts, flowers, etc.).
• Support and implement internal programs designed to enhance engagement and culture at the request of the executive team.
• Coordinate celebration and sympathy recognition.

• Coordinate visits for executives and guests traveling to Tulsa, including workspace and meeting arrangements, meals and transportation, travel logistics and itinerary support.
• Execute gift baskets for visitors and offer other support for executive hospitality.
• Execute holiday gifts and experiences for partners.

• Sitting, standing, walking, or driving for long periods of time (8‑10 hours).

This role sits at the center of executive operations and company culture. It allows leaders to operate efficiently while also engaging with employees and partners on a personal level. The position has high access to executive operations.

• Executives are prepared, on time, and focused on priorities.
• Meetings and events run without issues. Rooms are ready and…