Executive Assistant

Position Summary

The Executive Assistant to senior staff is a critical and highly visible role, serving as a trusted partner and primary support for senior/executive leadership. Confidentiality is a core aspect of this position: the Executive Assistant will routinely handle sensitive information, privileged communications, and Board materials and must protect them with the highest level of discretion. The ideal candidate is a proactive, strategic, and exceptionally organized professional who can anticipate needs, manage complex logistics, and serve as a key liaison between senior staff, the Board of Trustees, staff, and external community partners.

This position requires impeccable judgment, unwavering discretion, and a deep commitment to the mission of TCF.

• Provides high-level administrative support to senior staff, including administrative tasks such as managing complex calendars and scheduling, correspondence, travel arrangements, and special events.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Prepare and polish a wide range of documents, including confidential correspondence, reports, memos, presentations, and board materials.
• Identify and recommend improvements for administrative procedures and systems to enhance organizational efficiency.
• Coordinate both on-site and off-site meeting preparation and arrangements, including booking and communicating with catering companies, room set-up, basic IT support, and preparing materials.

• Build and maintain positive relationships with key internal and external stakeholders on behalf of senior staff.
• Act as a primary liaison for the Board of Trustees, managing queries, communications, scheduling meetings, and coordinating meeting logistics.
• Compile, format, and distribute board meeting packets and other relevant materials in advance of meetings.
• Attend Board and key committee meetings to record, transcribe, and distribute official minutes.
• Maintain official records, including board rosters, governing documents, and historical files.

Additional duties as assigned.

• Bachelor’s degree preferred, or an equivalent combination of education and experience.
• A minimum of 5-7 years of progressive administrative experience, with at least 3 years directly supporting a C-level executive, preferably in a nonprofit, foundation, or similar mission-driven organization.

• Proven ability to handle confidential information with the utmost integrity and discretion.
• Superior written, verbal, and interpersonal communication skills.
• Meticulous attention to detail and outstanding organizational and time-management skills. Ability to manage multiple competing priorities in a fast-paced environment without sacrificing quality.
• A forward-thinker who actively anticipates needs, identifies potential challenges, and proposes solutions independently.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat Pro. Experience with CRM/database software is highly desirable.
• Service-minded, strong desire to work with clients, staff, donors, and volunteers, providing responsive, respectful service.
• Desire to work with diverse populations, including clients, staff, donors, volunteers, and board members.
• High degree of professionalism, poise, and the ability to build strong, trust-based relationships.

• Ability to sit in front of a computer monitor for multiple hours at a time.

• This is an in-person, on-site position based out of 7030 S. Yale Ave., Ste. 600, Tulsa, OK 74136.
• Office hours are Monday - Friday, 8:00 a.m. to 5:00 p.m. with one (1) hour lunch.
• The work week will occasionally vary with advance notice depending on scheduled programming and other events; on occasion, may require early start, late evening, or weekend hours.

As part of our overall compensation package, we offer work/life flexibility, comprehensive health benefits, paid time off, and generous retirement contributions designed to support you and your family. Details:

• 100% employer-paid medical, dental, and long-term disability for full-time employees only. Option to add vision and dependents.
• 401(k) employee and employer contributions.
• Paid time off to support you while you are out of the office.
• Paid holidays so our employees can spend time with those they care about.
• Employer-paid AD&D life insurance, with employee option to add supplemental life insurance.