Executive Administrator

Osage LLC is seeking an Executive Administrator who provides high-level administrative and organizational support to the Chief Executive Officer and Chief Operating Officer. This role serves as a strategic administrative partner to executive leadership, managing schedules, communications, information flow, and organizational priorities. Acting as a protector of executive time, the Executive Administrator anticipates needs, removes administrative barriers, manages competing demands, and ensures leadership attention remains focused on the organization’s highest-value strategic initiatives.

The Executive Administrator serves as a trusted partner by coordinating communications, meetings, records, and administrative processes accurately, efficiently, and professionally.

• Serve as the primary gatekeeper for the Executive team calendars, evaluating requests, prioritizing commitments, resolving conflicts, and ensuring executive time is aligned with organizational priorities and strategic objectives.
• Manage executive email workflows, including prioritizing correspondence, drafting communications, tracking follow-up actions, identifying matters requiring executive attention, and redirecting routine matters to the appropriate internal resources when appropriate.
• Evaluate incoming requests, meeting invitations, communications, and issues to ensure matters are directed to the appropriate team member, protecting executive capacity while maintaining responsiveness across the organization.
• Coordinate executive travel arrangements, conference registrations, itineraries, and related logistics.
• Prepare meeting agendas, supporting materials, presentations, and briefing documents for executive leadership.
• Track action items, deadlines, and commitments resulting from meetings and communications.
• Maintain the organizational master calendar, including leadership meetings, board meetings, strategic planning events, corporate milestones, and other key organizational activities.
• Coordinate meeting logistics, calendar invitations, communications, materials distribution, and follow-up for executive meetings, board meetings, and related stakeholder engagements.
• Coordinate executive-level communications, meeting logistics, materials, and follow-up activities involving the Board of Directors, Osage Nation Congress, subsidiary leadership teams, business partners, and other key stakeholders.
• Maintain organized executive files, records, meeting materials, governance documents, and reference information in approved electronic systems.
• Organize and manage information within SharePoint, Teams, board portals, and other approved document repositories to ensure accessibility and version control.
• Administer and maintain executive and corporate administrative accounts, registrations, portals, and related records, including SAM.gov and other government, compliance, and business registration systems.
• Coordinate user access, permissions, renewals, filings, and administrative updates for assigned platforms and portals.
• Draft, proofread, and distribute professional correspondence, reports, notices, and executive communications.
• Support special projects, strategic initiatives, and administrative priorities as assigned by executive leadership.
• Track executive initiatives, assignments, strategic projects, and organizational priorities, ensuring deadlines, deliverables, and follow-up actions remain visible and on schedule.
• Handle confidential, financial, legal, governance, and strategic information with the highest level of discretion and professionalism.

• Exceptional organizational skills with strong attention to detail and follow-through.
• Highly proactive and able to anticipate needs with…