Administrative Assistant

Administrative Assistant

Job Description

Department: Administration


Job Status: Full-Time


FLSA Status: Hourly

Reports To: CEO/CFO

Location: Ponca City, OK

Amount of Travel Required: N/A

Work Schedule: Monday - Friday, 8:00 a.m. to 5 p.m.


Positions Supervised: N/A

POSITION SUMMARY:


The Executive Assistant performs administrative duties for executive management, with priority on the President/CEO and Vice President/CFO. Responsibilities will include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, outside clients and vendors. Sensitivity to confidential matters is required.

ESSENTIAL FUNCTIONS: (The following duties and responsibilities are all essential job functions, as defined by the ADA, except for those that begin with the word "may.")

• Answers CEO's telephone and dispositions calls and messages based on priority to the CEO, ensures calls are returned by the COB or handled directly by the Executive Assistant.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Prepares reports by collecting and analyzing information.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies.
• Contributes to team effort by accomplishing related results as needed.
• Manages and stocks the CEO/CFO refreshment bar and provides minimal housekeeping to CEO/CFO offices.
• Prepares weekly sales forecast for review each Friday by the management team.
• Supports other managers with administrative needs, including travel arrangements, as needed.
• Performs other duties as assigned to assist with successful operations and business continuity.

POSITION REQUIREMENTS

• Must be legally authorized to work in the United States without the need for sponsorship.
• Must be at least 18 years of age or older.
• Successfully passes all applicable general pre-employment testing including but not limited to: background check, pre-employment drug screening, pre-employment fit tests, pre-employment aptitude and/or competency assessment(s) and pre-employment Pulmonary Function Test (PFT).
• In person, predictable attendance in Ponca City, OK.
• Overtime required based on business needs.
• Proficiency in spoken English language.

EDUCATION/EXPERIENCE LEVEL

• High school diploma or GED required.

QUALIFICATIONS, SKILLS, COMPETENCIES, AND ABILITIES

• Excellent speaking, writing, and listening skills.
• Strong organizational and time-management skills.
• Proficient in Microsoft Office applications, including Word and Excel, with emphasis on Excel for data tracking and reporting.
• Ability to manage multiple tasks and priorities.
• Attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Professional demeanor and customer-service orientation.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Employees are frequently required to walk, sit, climb, bend, reach, and squat or kneel. The employee works primarily indoors and will be sitting for prolonged periods at a desk while typing on a computer, whether in a home office, corporate office, client office, or jobsite such as our manufacturing facilities. The employee must be able to access and navigate each department. An employee in this position could be subject to exposure to dirt, dust, noise, vibration, moving objects, mechanical parts, and equipment hazards. An employee in this position must demonstrate an understanding of safety procedures and the ability to work in a safety-sensitive environment.

They are required to wear company-mandated and company-issued Personal Protective Equipment (PPE), including but not limited to safety hat, steel-toe boots, safety glasses, ear protection, and safety gloves, and must strictly adhere to all safety policies and procedures. Employees must be able to independently lift 25 lbs.

Work hours may include early morning, late afternoon/evening hours, and weekends in combination depending on job demands.

AAP /EEO STATEMENT

The Company is committed to the cause of equal employment opportunity for all employees and applicants, thus abiding by all applicable state and federal laws. Our practices regarding employment, job promotion, compensation, training, and termination do not discriminate on the basis of race, color, religious creed, age, sex, national origin, veteran's status, disability, pregnancy, genetic information, or any other legally protected status. It is expected that all employees, both management and staff, will fully support these nondiscriminatory policies.

*All field and shop employees and potential employees performing or assuming roles that require exposure to industrial activities, including, but not limited to, roles in shop or field operations environments, must be able to effectively communicate and comprehend the English language. This provision does not purport to require employees to always speak only English in the workplace or otherwise prevent employees from speaking non-English languages, provided that such employees are able to effectively communicate and comprehend English to satisfy the company's expectations and business objectives.


English comprehension is necessary to ensure employees:

• Understand all health and safety communications.
• Possess a sufficient level of relevant equipment knowledge.
• Comprehend verbal and written communications from the company and other employees.
• Comprehend all operational and safety procedures.
• Understand alerts and emergency notifications, including Responses to Alerts, Warnings and Emergencies.
• Understand the contents of announcements and/or radio communications.
• Are able to effectively and independently communicate with customers, supervisors, and colleagues.
• Are able to prevent workplace accidents and/or injuries through effective communication.

The company has reviewed this job description to ensure essential functions and duties have been included. It is not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities.


Last Revised: 05/2026.