Executive Assistant to the Executive Director

Location: Tulsa, OK

Description

As Executive Assistant to the Executive Director, this position is responsible for direct one-on-one executive support, including but not limited to: management of executive level projects, presentation development, schedule management, travel coordination, and various duties as assigned. The person hired for this position is a main point of contact, serving as a liaison between internal and external constituents pertaining to the Executive Director. This position requires someone great at organizing and paying attention to details, who adapts well to and anticipates the needs of others, brings a solution-focused approach to problem-solving, is adept at making decisions and activating on them, and is skilled at handling multiple projects concurrently. 

We are excited to add a talented person to our energetic team who excels in the above and also enjoys: 

• Working for an organization focused on changing lives for the better 

• A dynamic environment where every day is a bit different 

• Stretching yourself and learning new things 

• Offering feedback/ideas to enhance organization decision-making and outcomes 

• Openly receiving feedback and pivoting quickly to improve skills and effectiveness 

• Being empowered to take full ownership of your role 

• Working with an authentic, fast-paced, passionate, fun, and visionary leader 

• Laughing… Every. Single. Day. 

Primary Responsibilities 

• Maintains absolute confidentiality and protects company information. 

• Management of Executive Director (ED)’s projects to include follow-up, execution of agreed-upon elements, and research when necessary, working intimately with the ED. 

• Manages ED’s complex business schedule and is responsible for scheduling travel, meetings, and other commitments; assists with the preparations necessary for meetings, travel, presentations, etc.; responsible for all calendar changes or cancellations as deemed necessary and/or appropriate.

• Liaison with other staff for communication, fostering good working relationships, problem-solving, and information sharing. 

• Stays up to date on activities taking place with the leadership team and ensures timely and appropriate follow-up. 

• Creates and assembles dashboards with highly confidential documents as required. Also, prepares reports by collecting and analyzing information. 

• Prioritizes conflicting needs; ensures CEO receives the support required to be successful; handles matters expeditiously and proactively. 

• Coordinates with other departments as necessary to prepare specific engagements; maintains and organizes detailed schedules.

Qualifications 

• 7+ years of executive administrative experience or comparable experience 

• Bachelor’s degree 

• Must have strong critical thinking skills, able to quickly and effectively provide valuable answers to questions or provide effective solutions 

• Strong verbal, written, and impeccable organizational skills are required 

• Expert negotiating skills to handle quick-paced scheduling and projects with a high level of detail orientation 

• Must have complete knowledge of booking domestic travel at an executive level 

• Must be extremely familiar with Google calendar scheduling and have experience managing a complex calendar in multiple time zones 

• Must be accustomed to Google applications and Microsoft Office 

• Maintain a high level of integrity and ethics 

• Demonstrate ability to initiate, plan, prioritize, and organize multiple projects 

• Must be able to work independently with little or no supervision

• Exceptional multi-tasking abilities and excellent follow-through on all assigned tasks 

• Must have excellent interpersonal and customer service skills 

• Ability to treat confidential information with professionalism and discretion 

• Prefer previous experience using project management software