Executive Assistant

Description

BACKGROUND

In 1998, several charitably-minded leaders came together to help create Tulsa Community Foundation (TCF), a tax-exempt public charity organized to receive, administer, and distribute gifts from individuals and organizations for the improvement of the Tulsa and eastern Oklahoma area. TCF is a collection of many charitable funds varying in size. Each fund has its own identity and benefits from being invested with other funds to create a lasting community resource. TCF manages multi-billions of dollars within thousands of individual philanthropic funds, including supporting organizations. TCF staff members work daily with nonprofit agencies, corporations, individuals, government officials, and community leaders to provide superior service to the citizens of Tulsa and eastern Oklahoma, as well as to increase the charitable dollars contributed to our community. 

POSITION SUMMARY

The Executive Assistant to senior staff is a critical and highly visible role, serving as a trusted partner and primary support for senior/executive leadership. Confidentiality is a core aspect of this position: the Executive Assistant will routinely handle sensitive information, privileged communications, and Board materials and must protect them with the highest level of discretion. The ideal candidate is a proactive, strategic, and exceptionally organized professional who can anticipate needs, manage complex logistics, and serve as a key liaison between senior staff, the Board of Trustees, staff, and external community partners. This position requires impeccable judgment, unwavering discretion, and a deep commitment to the mission of TCF.

JOB RESPONSIBILITIES

Executive & Administrative Support

• Provides high-level administrative support to senior staff, including administrative tasks such as managing complex calendars and scheduling, correspondence, travel arrangements, and special events.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Prepare and polish a wide range of documents, including confidential correspondence, reports, memos, presentations, and board materials.
• Identify and recommend improvements for administrative procedures and systems to enhance organizational efficiency.
• Coordinate both on-site and off-site meeting preparation and arrangements, including booking and communicating with catering companies, room set-up, basic IT support, and preparing materials.

Stakeholder & Community Relations

• Build and maintain positive relationships with key internal and external stakeholders on behalf of senior staff.
• Act as a primary liaison for the Board of Trustees, managing queries, communications, scheduling meetings, and coordinating meeting logistics.
• Compile, format, and distribute board meeting packets and other relevant materials in advance of meetings.
• Attend Board and key committee meetings to record, transcribe, and distribute official minutes.
• Maintain official records, including board rosters, governing documents, and historical files.

Additional duties as assigned.

REQUIREMENTS & QUALIFICATIONS

Experience & Education

• Bachelor’s degree preferred, or an equivalent combination of education and experience.
• A minimum of 5-7 years of progressive administrative experience, with at least 3 years directly supporting a C-level executive, preferably in a nonprofit, foundation, or similar mission-driven organization.

Skills & Competencies

• Proven ability to handle confidential information with the utmost integrity and discretion.
• Superior written, verbal, and interpersonal communication skills.
• Meticulous attention to detail and outstanding organizational and time-management skills. Ability to manage multiple competing priorities in a fast-paced environment without sacrificing quality.
• A forward-thinker who actively anticipates needs, identifies potential challenges, and proposes solutions independently.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat Pro. Experience with CRM/database software is highly desirable.
• Service-minded, strong desire to work with clients, staff, donors, and volunteers, providing responsive, respectful service.
• Desire to work with diverse populations, including clients, staff, donors, volunteers, and board members.
• High degree of professionalism, poise, and the ability to build strong, trust-based relationships.

Physical Requirements

• Ability to sit in front of a computer monitor for multiple hours at a time.

Hours and Location

• This is an in-person, on-site position based out of 7030 S. Yale Ave., Ste. 600, Tulsa, OK 74136.
• Office hours are Monday - Friday, 8:00 a.m. to 5:00 p.m. with one (1) hour lunch.
• The work week will occasionally vary with advance notice depending on scheduled programming and other events; on occasion, may require early start, late evening, or weekend hours.

About our Benefits

As part of our overall compensation package, we offer work/life flexibility, comprehensive health benefits, paid time off, and generous retirement contributions designed to support you and your family.

Details:

• 100% employer-paid medical, dental, and long-term disability for full-time employees only. Option to add vision and dependents.
• 401(k) employee and employer contributions.
• Paid time off to support you while you are out of the office.
• Paid holidays so our employees can spend time with those they care about.
• Employer-paid AD&D life insurance, with employee option to add supplemental life insurance.