Executive Assistant to the Foundation

Located in Oklahoma City, OK

Salary: $20-$25/hr

This position provides comprehensive administrative, project, and operational support to the Office of Development, as well as high level support to the Associate Vice President. This position ensures the efficient management of the office by coordinating activities, monitoring progress on departmental initiatives, maintaining accurate records and budgets, and facilitating effective communication with internal and external stakeholders.

Minimum Education/Experience:
Associate’s degree in Business, Communications, or a closely related field.
Minimum (4) years of progressively responsible experience providing executive-level administrative support in a professional office setting providing administrative coordination, project management, or office operations.

Required Knowledge, Skills, and Abilities:
Knowledge: Proficient organization, communication, persuasion, planning, and time management principles Office management, administrative procedures, and project coordination practices Budget coordination, requisitions, and PCard reconciliation Microsoft Office Suite, with advanced proficiency in Word, Excel, and Outlook. Experience using administrative systems for scheduling, budgeting, or records management

Skills: Strong organizational and management skills Strong written and oral communication skills Skill to perform multiple tasks efficiently and effectively in a fast-paced environment Problem solving skills Attention to detail Time management Budget management Mathematical skills necessary to monitor and reconcile budgets and daily transactions, prepare profit/loss statements, and analyze various forms of numerical data

Abilities: Ability to work well under pressure and be able to demonstrate successful administrative functions Exercise independent judgment and discretion in handling confidential information Ability to lead and coordinate Ability to draft and prepare professional documents and reports
Ability to work independently with little or no supervision
Adapt to changing priorities and work collaboratively across departments Relationship building with internal and external stakeholders Ability to interpret data in Excel and ability to create spreadsheets Ability to work flexible hours, nights, and weekends as needed to meet the needs of the position

Preferred Qualifications:
Bachelor’s Degree from an accredited institution Previous full time work experience in an institution of higher education Previous work experience supporting an executive or senior-level leader

Job Duties:
Provide strategic and operational leadership in administrative functions to the Office of Development.
Support the Office of Development in achieving College goals. Maintain a positive image of the Office of Development with faculty, staff, dignitaries, and the general public, and advise the Associate Vice President of situations or significant matters that may require the attention of the Associate Vice President. Maintain positive connections with the College as a whole, dignitaries, and community organizations to help ensure effective communication with the department.
Coordinate calendars, meetings, correspondence, and travel arrangements; ensure the Associate Vice President is well prepared for all engagements.
Monitor progress on departmental initiatives and assist with project tracking, reporting, and follow-up.
Streamline workflows and improve operational efficiency with preparation and review of documents, reports, and presentations for accuracy, completeness, and professionalism.
Develop, monitor, and reconcile budgets, purchase orders, and PCard transactions in compliance with College and State policies.
Coordinate logistics for departmental meetings, Foundation Board meetings, and special events, including scheduling, catering, materials, and minutes.
Serve as liaison between the Associate Vice President’s office and other departments, staff, donors, and community partners.
Manage confidential records and maintain organized filing systems (digital and physical).
Assist with internal and external communications, ensuring consistency and alignment with institutional messaging. Support the coordination and execution of department and Foundation events, including recognition activities and community engagement functions.
Track departmental expenditures, maintain supply inventories, and coordinate resource needs for the department.
Provide responsive, professional service to internal and external constituents on behalf of the Associate Vice President.
Perform other duties as assigned.

 

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