Executive Assistant

2 weeks ago

Tulsa, United States Mental Health Association of Oklahoma Full time
The Executive Assistant will provide executive support in a close working relationship, must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
  • Completes a broad variety of administrative tasks for the Executive Officers including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinate and ensures the Executive Officers' schedules are followed and respected. Provides "gatekeeper" and "gateway" roles, creating win-win situations for direct access to the Officers' time and office.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Officers, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the Executive Officers and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Works closely and effectively with the Officers to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Officers updated.
  • Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Officers, some of which may have organizational impact.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the Officers' ability to effectively lead.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Provides correspondence support in email and phone communications with internal and external constituents.

KNOWLEDGE, SKILLS & ABILITIES:
  • Bachelor's degree required.
  • Experience and interest in internal and external communications, partnership development, and fundraising
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
  • 3 to 5 years of experience supporting C-Level Executives, preferably in a non-profit organization.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
  • Strong written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Emotional maturity
  • Resourceful team-player, with the ability to also be effective independently.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
  • Forward looking thinker, who actively seeks opportunities and proposes solutions.

WORK CONDITIONS & PHYSICAL DEMANDS:
  • Work is performed in climate-controlled office setting, where exposure to conditions of extreme heat/cold, poor ventilation, fumes and gases is unlikely.
  • Noise level is moderate and includes sounds of normal office equipment (printers, fax machine, phones, etc.)
  • No environmental hazards are encountered in normal performance of job duties.
  • Work requires a flexible work schedule due to internal and external meetings. Occasional travel may be required; must have reliable transportation.
  • Ability to effectively communicate orally and in writing.
  • Physical ability to lift and carry 50 pounds.
  • Visual and auditory ability to identify and respond to environmental and other hazards of the site and staff behavior.
  • Physical mobility and endurance to perform tasks while standing/walking for long periods of time (60 minutes or more).
  • Ability to safely and properly use office equipment.

Monday - Friday
8:30am - 5:00pm

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