Executive Assistant

Job Description

Job Description

About Us

iTology is a growing Managed Security Services Provider (MSSP) committed to delivering exceptional IT solutions to Oklahoma businesses. We operate in a high-accountability environment focused on delivering results, strengthening client relationships, and driving operational excellence.

About The Role

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our leadership team. This is not a traditional administrative role - this position serves as a strategic partner responsible for managing priorities, ensuring alignment across departments, and driving execution of key initiatives. The ideal candidate is highly professional, anticipates needs before they arise, and thrives in a fast-paced, high-accountability environment.

Key Responsibilities

Executive Support & Priority Management

• Manage and optimize executive calendars across multiple departments and aligning schedules with business priorities
• Act as a gatekeeper for leadership time, ensuring focus on high-impact activities
• Anticipate needs and proactively resolve scheduling or operational conflicts before they arise

Communication & Representation

• Serve as a primary point of contact between leadership, clients, vendors, and internal teams
• Draft, review, and send professional communication
• Represent leadership in coordination meetings when appropriate, ensuring follow-through and clarity

Cross-Functional Coordination

• Ensure alignment between Sales, Marketing, Operations, and Finance by coordinating communication and priorities
• Track key initiatives, deadlines, and deliverables across teams
• Facilitate handoffs between departments to ensure a smooth client and operational experience

Project & Execution Ownership

• Drive execution of special projects and internal initiatives across leadership
• Track action items, decisions, and accountability from leadership meetings

Reporting & Business Support

• Prepare reports, dashboards, and presentations to support executive decision-making
• Assist with budgeting, purchasing, and expense tracking
• Maintain accurate records, documentation, and internal systems

Financial & Vendor Coordination

• Support Accounts Payable and Accounts Receivable processes, including invoice verification and tracking
• Assist with vendor management, contract coordination, and payment follow-up

Confidential & High-Trust Support

• Handle sensitive business and personnel information with a high level of discretion
• Support leadership initiatives and priorities as needed

Qualifications

• 5+ years of experience supporting executives, leadership teams, or high-level operations
• Proven ability to manage competing priorities and multiple projects with minimal direction
• Excellent written and verbal communication skills, with a high level of professionalism
• Strong organizational and time-management skills in a fast-paced environment
• Proficiency in Microsoft 365 Suite
• Familiarity with financial processes, reporting, or accounting systems preferred
• Experience in an MSP, IT services, or high-accountability environment is a plus
• Demonstrated ability to handle confidential information with discretion and integrity