Administrative Support Specialist

2 weeks ago

Oklahoma City, Oklahoma, United States Kirkpatrick Family Fund Full time

The Kirkpatrick Family Fund is seeking a dedicated Programs & Administrative Assistant to join our team.

The Programs and Administrative Assistant plays a crucial role in assisting the programs and administrative teams to maintain high standards of operational and programmatic efficiency. This position will report directly to the Programs Manager and Office Manager.

Key Responsibilities:

  • Support the Office Manager with internal communications, including managing phone calls, processing incoming and outgoing mail, and maintaining the master calendar and mailing lists.
  • Coordinate meeting logistics for the Fund, ensuring appropriate catering and setup.
  • Utilize accounting software to assist the Office Manager with bookkeeping and financial processes.
  • Help with the scanning and organization of corporate documents.
  • Assist in the preparation of correspondence, meeting minutes, packets, spreadsheets, contracts, and appreciation letters.
  • Support the Programs Manager in the planning and execution of events, including promotion, setup, attendee registration, and follow-up.
  • Collaborate with the Programs Manager to organize community events and activities in partnership with other organizations.
  • Assist with the upkeep of the organization's website.
  • Be proficient in fundraising software to help maintain the constituent database.
  • Work alongside the Programs Manager to prepare annual property maintenance reports, including tax exemption renewals and insurance documentation.
  • Update both printed and digital materials related to properties and informational resources.
  • Contribute to special projects as needed.

Essential Skills:

  • Strong interpersonal, written, and verbal communication abilities.
  • Exceptional organizational skills and the ability to manage time effectively amidst shifting priorities.
  • Proactive and self-motivated with a demonstrated ability to take initiative.
  • Flexibility to manage multiple projects concurrently.
  • Ability to engage and collaborate with diverse audiences.
  • Excellent business writing and speaking skills.
  • Meticulous attention to detail.
  • Capacity to thrive in an open office setting.
  • Proficient in Microsoft Office and Zoom, with a quick learning ability for new software.
  • Familiarity with Adobe Creative Suite is preferred.
  • Experience with website management (WordPress) and email marketing tools (Constant Contact) is a plus.

This is a full-time position that offers benefits. The role involves extended periods of desk work, occasional standing in the field, and minimal lifting of items up to 50 lbs. Some weekend hours and travel within the metropolitan area may be required. Professional attire and punctuality are expected.

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