Executive Assistant

Executive Assistant to the Executive Director

Location: Tulsa

Reports To: Executive Director

Schedule: Full-Time, Monday – Friday 7:30AM-4:00PM

Position Overview

The Executive Assistant to the Executive Director provides high-level administrative support and serves as a key liaison between the Executive Director and internal and external stakeholders. This role requires exceptional organizational skills, discretion, and the ability to manage complex schedules and confidential information while supporting the strategic initiatives of Little Light House.

The Executive Assistant clearly understands and embraces that they are part of Little Light House, a Christian Development Center with Biblical core values, and is committed to furthering the mission to glorify God by improving the quality of life for children with special needs, their families, and communities.

Key Responsibilities

Administrative Support

• Manage the Executive Director's calendar, including scheduling appointments, meetings, and travel arrangements.

• Prepare, edit, and organize correspondence, reports, presentations, and other documents.

• Screen and prioritize incoming calls, emails, and correspondence.

• Coordinate and prepare materials for board meetings, staff meetings, and special events.

• Maintain filing systems and ensure proper record-keeping procedures.

• Handle confidential and sensitive information with the utmost discretion.

Communication and Liaison

• Serve as the primary point of contact between the Executive Director and staff, board members, donors, and external partners.

• Draft and respond to communications on behalf of the Executive Director.

• Facilitate communication between departments and leadership.

• Coordinate with program directors and department heads regarding organizational initiatives.

Project Management

• Assist with special projects and organizational initiatives as assigned.

• Track project timelines, responsibilities, and deliverables.

• Coordinate cross-departmental efforts and communications.

• Support strategic planning processes and implementation.

Board Liaison

• Serve as the primary administrative liaison between the Executive Director and Board of Directors.

• Prepare and distribute board meeting materials, agendas, and supporting documents.

• Attend board meetings and accurately record detailed minutes.

• Maintain board member contact information and communication preferences.

• Coordinate board member correspondence and follow up on action items.

• Assist with board recruitment processes and orientation materials.

• Support board committee meetings and special board events.

• Maintain board governance documents and ensure compliance with bylaws.

• Coordinate board retreats, training sessions, and development activities.

Event and Meeting Coordination

• Plan and coordinate executive-level meetings, conferences, and events.

• Prepare meeting agendas, materials, and follow-up documentation.

• Arrange catering, venue logistics, and technical requirements.

• Support fundraising events and donor cultivation activities.

Financial and Administrative Tasks

• Process expense reports and manage budget tracking for the Executive Office.

• Coordinate with the Finance Department on budget-related matters.

• Assist with grant applications and reporting requirements.

• Support compliance and regulatory documentation.

Required Qualifications

Education and Experience

• Bachelor's degree preferred, or an equivalent combination of education and experience.

• Minimum of 3–5 years of executive-level administrative experience.

• Experience supporting C-level executives or senior leadership.

• Nonprofit experience preferred.

Technical Skills

• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.

• Experience with database management and donor management systems.

• Familiarity with project management tools and software.

• Strong research and information-gathering abilities.

Core Competencies

• Exceptional written and verbal communication skills.

• Strong organizational and time management abilities.

• Ability to prioritize multiple tasks and work under pressure.

• High level of professionalism and attention to detail.

• Discretion and ability to handle confidential information.

• Strong problem-solving skills and a proactive approach to challenges.

Preferred Qualifications

• Experience with nonprofit governance and board relations.

• Knowledge of fundraising and development activities.

• Familiarity with special needs services and programs.

• Experience with event planning and coordination.

Personal Attributes

• Commitment to the mission and Biblical core values of Little Light House.

• Strong interpersonal skills and cultural sensitivity.

• Flexibility and adaptability in a dynamic environment.

• Initiative and ability to work independently.

• Collaborative team player with a positive attitude.

• Professional demeanor and appearance.

Working Conditions

• Full-time position with occasional evening and weekend hours as needed.

• Primarily office-based work environment.

• Ability to lift up to 40 pounds occasionally.

• Extended periods of sitting and computer work.

Izvor: https://indeed.com/viewjob?jk=8115a73c50bc35b7

Nivo: mid level