Executive Assistant to CEO & Operations Coordinator

Overview

Job Opening:
Executive Assistant to the CEO and Operations Coordinator

Organization:
The Oklahoma Academy (for State Goals)

Location:

Norman, Oklahoma

Position Type:
Full-time

The Oklahoma Academy is a dynamic force in shaping policies concerning education, health, and economic development. As a unique nonpartisan public policy organization, we have made substantial impact on policies concerning education, health, and economic growth, and a wide range of related issues. We work at the intersection of research, awareness, and community engagement to drive meaningful changes.

About Us

This is a dual-role position designed for an organized professional with initiative, drive, and management skills. The role combines coordination and management regarding programs/events with executive-level support to the CEO, ensuring smooth organizational functioning and supporting the CEO in advancing the organization's mission. The ideal candidate is a detail-oriented, proactive individual who excels in managing priorities, and relationships while maintaining the confidentiality and professionalism required to work closely with senior leadership.

• Implement organizational systems, policies, and processes to ensure operational efficiency.
• Oversee administrative functions, including office management, vendor relations, and resource allocation.
• Work with the CEO to manage nonprofit reporting obligations and compliance with local, state, and federal regulations.

Executive Support to the CEO:

• Serve as a strategic partner to the CEO by managing priorities, schedules, and communications.
• Prepare materials, presentations, and reports for internal and external meetings.
• Coordinate and facilitate board meetings alongside the CEO, including agenda preparation, minutes, and follow-ups.
• Act as a liaison between the CEO and internal/external stakeholders, ensuring effective communication.

Strategic Planning and Leadership:

• Partner with the CEO and leadership team on strategic planning, goal setting, and organizational growth.
• Provide project management support for key initiatives, ensuring timely and effective execution.
• Represent the CEO and organization in operational matters with stakeholders, partners, and vendors.

Education and Experience:

• Bachelor’s degree required; advanced degree in business administration, nonprofit management, or a related field would be nice.
• At least 3 years of progressive experience in executive support, or nonprofit management.
• Experience in managing confidential information, and leading cross-functional projects.
• Familiarity with nonprofit compliance, governance, and operational best practices.

Skills and

Competencies:

• Organizational and multitasking skills with strong attention to detail.
• Excellent communication skills, both written and verbal, and excellent listening skills; ability to facilitate conversation, build rapport and trust, mediate disputes, and collaborate with diverse constituencies.
• Knowledge of and sensitivity to diversity, equity, and inclusion.

Professional Attributes:

• High level of discretion and professionalism.
• Proactive, solution-oriented approach to challenges.
• Strong interpersonal skills and the ability to build trust and rapport with diverse stakeholders.

The Academy’s office is in Norman, Oklahoma. Staff members work in the office primarily. Operating hours are 9am to 4:30pm, M-F. Flexibility on Fridays is offered at times during the year. Dress is business casual primarily.

Competitive salary commensurate with experience.

Comprehensive benefits package, including health and dental insurance, retirement contributions, and PTO to include vacation leave, sick/personal leave, paid family leave after clearing the probationary period.

A collaborative and mission-driven work environment.

Salary: $45,000 starting range (commensurate with experience).

Please submit your resume, cover letter, and references to Julie Knutson, julie with the subject line “Executive Assistant to the CEO and Operations Coordinator – The Oklahoma Academy.” Applications will be reviewed on a rolling basis.