Administrative Assistant-Executive Support

Job Title:

Administrative Assistant – Executive Support

Department:

Administration

Reports To:

Chief Administrative Officer – Supports CAO, VP/Operations, and Controller

Job Function:

Administrative

Job Code:

1010

The Administrative Assistant provides high-level administrative support to the Executive Team. This position plays a key role in cross-functional coordination, scheduling, communication, and document management.

• Provide direct administrative support to the Executive Team, ensuring timely and professional assistance with scheduling, correspondence, and logistics.
• Manage complex calendars across departments, coordinating meetings, events, and travel for Executive Team members.
• Prepare, proofread, and format a wide range of documents, including presentations, reports, board materials, memos, and internal communications.
• Act as a liaison between the Executive Team and internal staff, ensuring clear and timely communication.
• Support cross-departmental project coordination and documentation needs, including meeting agendas, minutes, and follow-up items.
• Prepare and submit expense reports and reimbursements; reconcile receipts and documentation; coordinate with Finance/Accounting to resolve discrepancies.
• Maintain confidential records and files in accordance with organizational standards.
• Assist with planning and execution of special projects, meetings, or leadership initiatives as assigned.
• Support onboarding/offboarding logistics for Executive Team members and direct reports (workspace readiness, access request coordination, equipment, and welcome communications) in partnership with IT and HR.
• Perform other duties and special projects as assigned, including coordination support for cross-department initiatives.
• Order office supplies and assist with administrative functions that support smooth operations of the corporate office.

• High school diploma or equivalent required; associate’s degree or administrative certification preferred.

• Minimum of 3 years of administrative support experience, preferably in an executive or cross-functional support role.
• Advanced level proficiency in Microsoft Office suite (Outlook, Word, Excel, PowerPoint) and document management systems.
• Quickly learns and adopts new technology, is proficient with cloud tools and reporting.
• Confidently manages executive calendars and priorities, keeping leaders on time, on task, and prepared. Anticipates conflicts, triages requests, and diplomatically maintains boundaries to ensure commitments are met.

• Proactively identifies needs and brings solutions, with strong planning and follow-through.
• Takes ownership, works independently, and delivers high-quality outcomes with minimal direction.
• Professional, poised, and discreet; communicates clearly with senior leaders and represents leadership well.
• Excellent verbal and written communication skills.
• Professional discretion and ability to handle sensitive and confidential information.
• Ability to work independently as well as collaboratively with all levels of the organization.
• Experience working in a mission-driven organization is a plus.
• Exceptional attention to detail, problem-solving ability, and organizational skills. Strong interpersonal and communication skills. Ability to handle confidential information with integrity.
• Position is considered to be a safety-sensitive position because it includes tasks or duties that Goodwill reasonably believes could affect the safety and health of the employee or others.
• Must have a valid Oklahoma Driver's License, with a good driving record.
• Must maintain appropriate requirements for legal vehicle operation, including current automobile insurance and license plates.
• Must be eligible for positive outcome on required State of Oklahoma criminal conviction background check.
• Must maintain compliance with Goodwill's Drug and Alcohol Abuse Policy.

Talking, hearing, stooping, kneeling, crouching, reaching, handling, seeing, and accommodation. Lifting/Carrying/Pushing/Pulling: (Sedentary Work).

Lifting 10 lbs. Occasionally lifting and/or carrying such articles as dockets, ledgers, and small tools.

Although a sedentary job is defined as one that involves sitting, a certain amount of walking and standing is often necessary to carry out job duties. Jobs are sedentary if walking and standing is required only occasionally, and other sedentary criteria are met.