Administrative Assistant

Description

Background:

Tulsa Responds began in 2020 as a joint effort between Tulsa Economic Development Corporation (TEDC), the George Kaiser Family Foundation (GKFF), Atento Capital, LLC (Atento Capital) and the City of Tulsa in an effort to help Tulsa’s small businesses apply for emergency loans during COVID and has since evolved to provide a wide range of services to address needs in our community. Today, Tulsa Responds is dedicated to making a positive impact in the lives of low-income families by providing comprehensive enrollment services for key government benefits, free tax preparation services, and financial counseling. Our goal is to simplify and streamline the process of accessing essential programs that help families and individuals reach financial stability and independence.

Position Summary

The Administrative Assistant provides comprehensive support and coordination of activities for the Executive Director, Director of Operations, and the Management Team. The role facilitates leadership productivity and smooth functioning of internal operations by coordinating schedules, logistics & overall calendar management; preparing correspondence, presentations & reports; handling general office administration, supplies & procurement processes; file/records management; and serves as the point person and liaison for technical and office equipment support (hardware/software/501 Tech). The ideal candidate is highly organized, consistently exhibits excellent judgement and discretion, anticipates needs and proactively addresses issues, is thorough, detail-oriented, and committed to the values and mission of the organization. This position reports to the Executive Director.

Responsibilities / Essential Job Function

The following functions represent the majority of the duties performed by the position. The description is not meant to be all-inclusive or prevent other duties from being assigned when necessary:

Executive & Management Team Support

• Provide high-level administrative support including responsibilities such as managing calendars and scheduling, correspondence, travel arrangements, special events, expense reports and credit card reconciliation.
• Coordinate meeting logistics, including agendas, materials, catering, notetaking & documenting action plans, and following-up as needed.
• Prepares, formats, proofreads, edits, distributes correspondence, reports, presentations, and other professional documents.
• Facilitate effective communication between leadership, staff, partners, and community stakeholders.
  
  

Administrative Processes & Office Systems

• Maintain organized digital and physical filing and record retention systems for administrative documents, policies, and correspondence.
• Assist with basic updates to organizational databases, contact lists, and shared calendars.
• Order and maintain office and program supplies, including equipment, printed materials, and facility-related needs.
• Manage vendor relationships for supplies, printing, food, and facility services in alignment with TCF guidelines and organizational policies.
• Oversee ordering and setup for meetings, staff events, trainings, and hospitality needs.
• Assist People Services with onboarding logistics such as prepare workspace, supplies, equipment, software access, etc.
• Assist with basic IT and office equipment set-up, equipment tracking, and trouble-shooting, and serve as the point person and liaison for external tech support resource (501 Tech).
• Assist with basic website content updates and workflow follow-up with appropriate resources.
• Conducts all activities with integrity in alignment with principles and values of Tulsa Responds, Tulsa Community Foundation, and George Kaiser Family Foundation.
• Other duties, tasks, or projects as assigned.
  
  

Qualifications

Education & Experience:

• High School diploma is required. Bachelor’s/Advanced degree or certification in related field is preferred.
• Minimum 2-3 years professional experience providing administrative support for senior leadership, main office coordination, or similar professional services environment is required.
• Prior experience in nonprofit or mission-driven settings is a plus.
• Demonstrated expertise in calendar and schedule management, professional correspondence, and proficient use of technology, software, and office equipment.
• Strong proficiency in Microsoft Office Suite and Google Workspace, with capability to quickly learn and utilize other relevant software (such as HubSpot, Asana, Slack, Bill Spend & Expense)
  
  

Competencies, Skills & Abilities

• Demonstrated excellence in communication in all forms, approaching all interactions with positive intent, respect, and professionalism.
• Strong interpersonal skills, with a proactive and collaborative approach to working cross-functionally with diverse teams in a dynamic, fast-paced direct service environment.
• A service-oriented attitude with a willingness to support others and contribute to a positive workplace culture.
• Highly organized with excellent time management and follow-through skills, with ability to proficiently manage multiple priorities simultaneously.
• Strong understanding of systems and workflows, with keen sense of awareness and ability to anticipate potential issues, mitigate challenges, and solve problems.
• Ability to track and manage multiple administrative tasks/projects with attention to detail, effectively adapt to changing priorities, proactively communicate, and meet deadlines.
• High energy influencer and collaborator, with ability to proactively engage and thrive in a fast-paced, dynamic business environment.
• High level of discretion and excellent judgement, experienced in handling confidential and sensitive information.
• Passion for Tulsa Responds’ mission and cultural competency to build rapport with individuals from a wide-variety of backgrounds, experiences, and communities
• Conducts all activities with integrity in alignment with the principles of the George Kaiser Family Foundation, Tulsa Community Foundation, and Tulsa Responds
• Ability to travel throughout the Tulsa area and occasionally work non-traditional hours and settings as needed.
  
  

Physical Requirements

• Communicate: Frequent phone, in-person, and messaging communication via various platforms. Must be able to exchange information effectively and accurately in all elements of verbal and written communication.
• Operate: Constant operation of computer, phones, and other office productivity tools.
• Willingness and ability to travel between program, client, partner, and other stakeholder locations as required.
  
  

Hours & Location:

• Position is based in Tulsa, OK at the Alameda central office located at 2174 S. Sheridan Road and requires travels to other partner sites/office locations as needed.
• Typical work hours are Monday – Friday from 9:00 a.m. to 5:00 p.m., with flexibility required for various events, meetings, and relevant business needs.