Executive Assistant

Location: Mustang, Oklahoma -On-Site

Employment Type: Full-Time

Salary Range: $65,000 – $82,000 annually (depending on experience)

Position Overview:

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide high-level support to the owner across a diverse portfolio of businesses and real estate holdings. This role is critical in ensuring operational efficiency, vendor management, compliance tracking, and accurate record-keeping across multiple entities. The ideal candidate thrives in a fast-paced environment, excels at managing multiple priorities, and maintains strict attention to detail with documentation and follow-up.

Key Entities Supported:

• Tmat Products, LLC (primary operating company – Tmat.com)
• Separate management & consulting LLC
• Real estate holding LLC
• 4 separate properties with rental, cattle, and wind incomes

Primary Responsibilities:

Vendor & Operations Management

• Serve as the central point of contact for all vendors across the businesses, including maintenance, service providers, and suppliers.
• Coordinate vehicle maintenance and service schedules for company vehicles across entities.
• Manage vendors for farm operations (spraying, fencing, equipment, etc.) and rental properties.
• Oversee minor household/personal vendors as needed.

Record-Keeping & Compliance

• Maintain meticulous, organized records for maintenance, services, and vendor activities.
• Track and monitor business registrations, renewals, and compliance deadlines.
• Manage insurance policies: track renewals, obtain quotes, and coordinate updates as needed.
• Organize and file all business and personal documents with a strong system for easy retrieval.

Expense & Financial Administration

• Manage receipt collection, expense tracking, and categorization for the owner personally and across business entities.
• Prepare and organize expense reports and supporting documentation for the CPA and accounting team.
• Coordinate with the company CPA on tax-related documents, compliance items, and financial records as needed.
• Support basic bookkeeping coordination with accountants.

Administrative & Executive Support

• Handle day-to-day office administration for Tmat Products, LLC.
• Schedule and coordinate meetings, appointments, and travel as required.
• Anticipate needs, prioritize tasks, and proactively solve problems with minimal supervision.
• Assist with special projects and other duties as assigned.

Qualifications & Requirements:

• 3 years of experience as an Executive Assistant, Administrative Assistant, Bookkeeper, or similar role
• Experience with QuickBooks Online, expense tracking, and basic accounting concepts
• Strong proficiency in Microsoft Office (especially Excel) and document management
• Familiarity with compliance tasks (business registrations, insurance, sales tax preferred)
• Valid driver’s license and reliable transportation (occasional local travel to properties)
• High level of discretion, integrity, and ability to work independently

Preferred Skills:

• Experience using accounting or expense software (QuickBooks, Expensify, etc.).
• Familiarity with property management or vehicle fleets.
• Interest in small business operations and real estate.

Work Environment & Compensation:

• Full-time position based in the Oklahoma City area.
• Competitive salary based on experience.
• Opportunity to play a key role in supporting a growing multi-faceted business portfolio.
• This is a high-impact role for someone who enjoys variety, takes ownership of processes, and wants to contribute meaningfully to the success of several interconnected businesses.