Executive Operations Coordinator

Job Details

Job Location:

Civic Center Music Hall
- Oklahoma City, OK 73102

Position Type:
Full Time

Education Level: 4 Year Degree

Salary Range: $21.50 - $24.00 Hourly

Travel Percentage:
Negligible

Job Shift: Day

Job Category:
Admin
- Clerical

Position Type/Pay:
Full Time – non-exempt - starting at $45,000/year

Reports to:

Chief Executive Officer & Vice President

The Executive Operations Coordinator provides administrative and operational support to the Civic Center Foundation’s Executive team. This position serves as a central administrative resource for the organization, supporting Board activities, employee administration, event operations, patron communication, reporting, and general office functions.

The ideal candidate is highly organized, detail-oriented, comfortable managing multiple priorities, and able to work independently in a fast-paced environment where responsibilities and priorities may shift frequently.

• Coordinate administrative support for the Civic Center Foundation Board of Directors and committees, including meeting preparation, agendas, minutes, communications, records, and ongoing Board-related needs
• Manage the Chief Executive Officer's schedule, meetings, travel arrangements, correspondence, reports, and other administrative assignments.
• Provide organization-wide administrative support, including coordination of office and break room supplies, recordkeeping, internal resources, employee requests, and organizational assets.
• Support employee administration, including onboarding, employee records and compliance, internal scheduling, and coordination.
• Provide administrative support for event operations, including departmental scheduling, merchandise and inventory processes, program distribution, reporting, and other event-related needs.
• Coordinate patron correspondence and survey administration, including compiling and maintaining feedback and assisting with follow-up as appropriate.
• Prepare and maintain recurring organizational, operational, and analytical reports and assist with data tracking and Excel-based reporting.
• Monitor community calendars and other relevant sources to assist with organizational planning, event awareness, reporting, and scheduling.
• Serve as a flexible administrative resource to departments throughout the organization and assist with special projects and other duties as assigned.

• Exceptional organizational and time-management skills with strong attention to detail.
• Ability to manage multiple responsibilities and shift priorities quickly without sacrificing accuracy or follow-through.
• Strong written and verbal communication skills.
• Strong proficiency with Microsoft Office, particularly Excel, Outlook, and Word, as well as Adobe Acrobat.
• Ability to learn and effectively use payroll, scheduling, ticketing, survey, and other organizational software systems.
• Strong problem-solving skills and the ability to work independently.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Experience providing executive, administrative, or operational support preferred.
• Familiarity with the Civic Center Music Hall and performing arts or event environments preferred.