Jul 15, 2019

Executive Assistant

  • City Year
  • Tulsa, OK, USA
Full-time Administrative Operations and Facilities Customer Success

Job Description

The Executive Assistant will contribute to City Year Tulsa’s growth and impact by helping the site have the foundational organizational and administrative needs met. This position reports to the Executive Director and works closely with the Development team and Operations Staff. The Executive Assistant works directly with the Senior Leadership Team to provide executive office management and site operations to advance City Year Tulsa’s long term impact strategy.

Job Description

Primary Qualifications 

  • Organized 

  • Confident in communication 

  • Calendaring experience, specifically in Office 365 

  • Ability to collect, process and communicate information 

  • Comfort in leveraging software tools for task and email management 


Responsibilities 

Executive Support: 

  • Provide excellent administrative support to the Executive Director (ED). This includes, but is not limited to, efficiently maintaining calendars, scheduling meetings and conference calls, arranging travel, writing meeting minutes, reviewing mail and preparing presentations and speaking points for ED on an array of topics for a breadth of constituencies. 

  • Plan and prepare for internal and external meeting needs hosted by the ED; reserve meeting rooms, arrange for appropriate Information Technology Services support, inform appropriate staff members of visitors in advance, arrange for meeting refreshments, welcome and escort visitors, and ensure meeting rooms are left in exceptional condition. 

  • Manage production, collection, edition, and distribution of board meeting materials. Oversee all logistical aspects of quarterly board meetings/retreats, maintain accurate and complete files on meetings, committees, and members. 

  • Assist with special projects by conducting research, collecting and analyzing data, drafting reports and preparing presentations for internal and external stakeholders. 

  • Prioritize agenda and schedule of the Executive Director and manage work flow of the Executive Office and Senior Staff Team and provide the appropriate support and guidance to ensure the team is operating efficiently and effectively. 

  • Understand City Year policies and procedures necessary to ensure appropriate decision-making protocols are followed. 

 

Daily operations of Headquarters: 

  • Maintain and purhcase adequate office supplies and materials, and good relationships with all vendors, assuring most competitive price. 

  • Develop and maintain the Tulsa office as a professional, organized physical space for staff and visitors. 

  • Maintain good operations of all office equipment and serve as administrator of all hardware (computers, printers, telephones, laptops). 

  • Work with the National Information Technology Support staff to assure high quality of customer service to users. 

  • Oversee the ordering of name tags, business cards, phones, and laptops for all new staff. 

  • Respond to staff needs and landlord needs as they pertain to the general Headquarters. 

  • Develop and maintain the office as a civic engagement center.  

  • Maintain good operations of all office equipment (e.g., computers, printers, cell phones, cyschoolhouse toolkits), supplies and vendor relationships.  

 

Site Finances: 

  • Weekly processing of all accounts payable and receivable requests while maintaining accurate documentation. 

  • Work closely with National Finance in tracking and reporting expenses.  

  • Work to ensure the site is getting maximum value for all purchases and contracts and will be responsible for submitting the monthly site financial documents to City Year's National Headquarters.  

  • Coordinate all travel arrangements for staff and AmeriCorps travels including Tulsa Public Transit Authority passes, parking for office based staff, and Axiom travel to conferences and work related trips. 

  • Manage Purchasing card for purchases that cannot be made by check. 

 

General Site Support: 

  • Partner with City Year Tulsa departments and staff through recruitment initiatives, applicant interview process, stakeholder engagement, service day and event participation and cross-departmental committees as needed to ensure site-wide goals are met. 

  • Attend whole site events like Opening Day, MLK Day, Women’s Leadership Luncheon, Graduation, Basic Training Academy, and other site-wide designated events. 

Qualifications 

  • Proven success operating in ambiguous and changing environments with the demonstrated ability to manage and prioritize projects. 

  • Strong critical thinking skills, the ability to solve problems and see projects through start-to-finish. 

  • Exceptional organizational skills and attention to detail. 

  • Promptness, flexibility and a willingness to learn. 

  • Excellent written and verbal communication skills. 

  • Commitment to quality work. 

  • Capable of working individually and on a team. 

  • Demonstrates understanding of City Year’s work within the national service movement and education sphere. 

  • City Year and AmeriCorps alumni are encouraged to apply. 

  • Experience using Salesforce, or other database application 

Compensation and Benefits

Full time employees are entitled to compensation commensurate with experience. Benefits for full time employees include health insurance with Flexible Spending Account, paid vacation, holidays, parental leave, 401K, and more.

City Year is an Equal Opportunity Employer, committed to a diverse workforce. Individuals from all backgrounds are encouraged to apply, including persons with disabilities and veterans.


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