Executive Assistant - Shareholder Services

Based in Oklahoma City, Snowmass Creek Capital is a single-family office affiliated with MidFirst Bank, the largest privately held bank in the United States. This Executive Assistant will report to the family office COO and work with the Family Office operations and aviation teams to perform general administrative duties.

Position Summary

Snowmass Creek Capital is seeking a highly organized, proactive, and service-oriented Executive Assistant to support the COO and assist with administrative, operational, and project coordination responsibilities across the family office and aviation operations.

This role requires exceptional attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant serves as a key point of coordination among executives, aviation team, vendors, and other internal and external partners. The position supports both routine business activities and time-sensitive travel needs, including occasional after-hours coordination.

Key Responsibilities

Executive & Administrative Support

• Provide direct administrative support to the COO.
• Manage calendars, scheduling, meeting coordination, and follow-up items.
• Assist with preparation of reports, presentations, correspondence, and other business documents.
• Coordinate projects, timelines, and communication across departments and external vendors.
• Maintain confidential information and exercise sound judgment in all interactions.

Aviation Support

Travel Coordination

• Support private aviation operations by coordinating passenger travel logistics, catering, ground transportation, and other trip-related needs.
• Assist with scheduling adjustments and time-sensitive travel requests.
• Coordinate with pilots, FBOs, handlers, and other service providers to ensure seamless travel experiences.
• Handle urgent trip changes and operational needs across time zones, occasionally outside of business hours.
• Maintain passenger profiles and travel preferences.

Financial & Operational Support

• Process accounts payable and aviation-related expenses.
• Assist with expense reporting, invoice tracking, and vendor payments.
• Maintain records and operational information in aviation and business management systems.
• Prepare usage reports and support operational reporting requirements.

Project & Office Coordination

• Track projects, deadlines, and action items to ensure timely completion.
• Coordinate vendors, service providers, and operational initiatives.
• Support inventory management, shipments, and records management.
• Conduct detailed monthly aircraft inventory checks of cabin supplies, catering items, and operational materials; remove items expiring within 30 days before the aircraft returns to service.
• Oversee package tracking and ensure accurate receipt and distribution of deliveries within the hangar facility.
• Assist with special projects and additional duties as assigned.

Position Requirements

• A minimum of 3 years of relevant experience in an executive assistant or similar role
• Must be strongly proficient in the use of today's workplace technologies (e.g., Microsoft Outlook, Excel, Word, Teams, and PowerPoint).
• A college degree in any discipline is strongly preferred
• Display and possess strong interpersonal skills and be able to interact with executive staff and senior management throughout the Company in a prompt and professional manner, on a wide variety of operational, strategic, and planning-related issues
• Works well as part of a team
• Strong initiative, a desire to learn new skills and/or processes quickly, solid written communication skills, and excellent organizational/planning skills
• High standards of courtesy, performance and respect for confidentiality
• High integrity, intellectual honesty, self-awareness, and humility
• Ability to handle multiple responsibilities at once and establish priorities
• Independent judgement for appropriate decision making, problem solving and priority setting
• Consistently demonstrate professional, positive, and approachable attitude/demeanor and discretion, demonstrate sensitivity in handling confidential information, formulate and clearly communicate tasks, deadlines, and expectations to others
• Aviation or travel coordination experience is beneficial but not required.
• Comfortable performing both administrative and handson operational tasks as required.
• Willingness and ability to respond occasionally to afterhours calls, weekend needs, holidays, and timesensitive operational requests.
• Flexible, serviceoriented mindset with a proactive approach to anticipating needs and resolving issues.
• Flexible and responsive when urgent needs arise. This position offers a unique opportunity for a motivated professional who enjoys variety, thrives on organization, and wants to play a key role in supporting the family office and aviation operations.