Executive Assistant at Family & Children's Services in Tulsa, OK

Job description

• The Executive Assistant provides high-level administrative, operational, and project coordination support to executive leadership. This role serves as a trusted strategic partner, ensuring executive effectiveness through proactive calendar management, communication coordination, meeting facilitation, and execution of organizational priorities.
• In addition to traditional executive support responsibilities, the Executive Assistant coordinates cross-functional initiatives, monitors project progress, tracks key deliverables, and supports organizational planning efforts. This position serves as a liaison among executives, leadership teams, internal departments, and external stakeholders to ensure alignment, accountability, and successful execution of strategic initiatives.
• The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment while maintaining the highest level of professionalism and confidentiality.

Responsibilities

• Executive Support
• Manage complex executive calendars, priorities, and scheduling conflicts.
• Coordinate executive travel arrangements and prepare detailed itineraries.
• Prepare executive reports, presentations, briefing materials, and leadership communications.
• Coordinate meetings, including agenda preparation, meeting materials, note-taking, and action item tracking.
• Manage executive communications, including email prioritization, correspondence drafting, and follow-up activities.
• Serve as a liaison between executive leadership, internal departments, board members, community partners, and external stakeholders.
• Maintain strict confidentiality of sensitive organizational, personnel, and strategic information.
• Anticipate executive needs and proactively identify opportunities to improve efficiency and effectiveness.
• Project & Initiative Coordination
• Support the planning, coordination, and implementation of organizational and department-wide projects.
• Track project timelines, milestones, deliverables, and action items to support timely completion of initiatives.
• Assist in developing project plans, work schedules, status reports, and project documentation.
• Facilitate project meetings and follow up on assignments to ensure accountability and progress.
• Monitor project risks, dependencies, and barriers, escalating concerns when appropriate.
• Coordinate communication and information sharing among project stakeholders.
• Support quality improvement, process improvement, and strategic planning initiatives.
• Maintain project records, dashboards, and reporting tools used to communicate progress and outcomes.
• Organizational Effectiveness & Reporting
• Gather, organize, and analyze operational and project data.
• Develop executive dashboards, reports, presentations, and summaries for leadership review.
• Monitor key performance indicators (KPIs) and provide regular updates on initiatives and organizational priorities.
• Assist with development of process documentation, training materials, and workflow resources.
• Support special projects and agency-wide initiatives as assigned.
• Promote consistent processes, documentation standards, and best practices across departments.

Requirements

• Education
• High school diploma or equivalent required.
• Bachelor's degree in Business Administration, Healthcare Administration, Communications, Project Management, Public Administration, or related field preferred.
• Experience
• Minimum of 5 years of executive administrative support experience required.
• Experience coordinating projects, initiatives, or organizational programs preferred.
• Experience supporting executive leadership in healthcare, nonprofit, government, or corporate environments preferred.
• Demonstrated experience working with multiple stakeholders and competing priorities.
• Performance Competencies
• Communication
• Decision Making
• Engagement
• Initiative and Accountability
• Interpersonal Effectiveness
• Organizational Alignment
• Learning Agility
• Quality of Work
• Strategic Thinking
• Collaboration
• Exceptional organizational, planning, and time management skills.
• Strong project coordination and task management abilities.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Strong verbal and written communication skills.
• High degree of professionalism, discretion, and confidentiality.
• Ability to build and maintain effective working relationships with leaders, employees, and external stakeholders.
• Experience developing executive reports, presentations, dashboards, and briefing materials.
• Knowledge of project tracking, meeting facilitation, and action-item management practices.
• Advanced proficiency with Microsoft 365 including Outlook, Teams, SharePoint, Word, Excel, PowerPoint, Planner, and related collaboration tools.
• Experience with project management platforms such as Asana, Smartsheet, Monday.com, Planner, or similar tools preferred.
• Ability to anticipate needs, solve problems proactively, and drive initiatives forward with limited supervision.
• Strong analytical and critical-thinking skills.
• Behaviors
• Dedicated : Devoted to a task or purpose with loyalty or integrity
• Detail Oriented : Capable of carrying out a given task with all details necessary to get the task done well
• Education
• Required
• High School or better.
• Bachelors or better.
• Certified Administrative Professional (CAP)
• Project Management Professional (PMP)
• Certified Associate in Project Management (CAPM)
• Lean Six Sigma or other process improvement certification

Skills

Preferred

• Project Management Professional (PMP)