Administrative Assistant Job at Tulsa Community Foundation in Tulsa

Overview

Administrative Assistant role at Tulsa Community Foundation. Background: Tulsa Responds began in 2020 as a joint effort among Tulsa Economic Development Corporation (TEDC), the George Kaiser Family Foundation (GKFF), Atento Capital, LLC (Atento Capital), and the City of Tulsa to support Tulsa’s small businesses and access to government benefits, free tax preparation services, and financial counseling. The goal is to simplify and streamline access to essential programs that help families and individuals reach financial stability and independence.

Description: The Administrative Assistant provides comprehensive support and coordination for the Executive Director, Director of Operations, and the Management Team. The role facilitates leadership productivity and smooth internal operations by coordinating schedules, logistics, calendar management, preparing correspondence, presentations and reports, handling general office administration, supplies and procurement, file/records management, and serving as the point person for technical and office equipment support (501 Tech). The ideal candidate is highly organized, exercises good judgement and discretion, anticipates needs, is thorough and detail-oriented, and aligned with the organization’s mission. This position reports to the Executive Director.

Responsibilities

• Provide high-level administrative support including calendars, scheduling, correspondence, travel arrangements, special events, expense reports, and credit card reconciliation.
• Coordinate meeting logistics, including agendas, materials, catering, notetaking, documenting action plans, and follow-up as needed.
• Prepare, format, proofread, edit, and distribute correspondence, reports, presentations, and other professional documents.
• Facilitate effective communication between leadership, staff, partners, and community stakeholders.

• 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 organizational policies.
• Oversee ordering and setup for meetings, staff events, trainings, and hospitality needs.
• Assist People Services with onboarding logistics such as workspace setup, supplies, equipment, and software access.
• Assist with basic IT and office equipment setup, equipment tracking, troubleshooting, and serve as the liaison for external tech support (501 Tech).
• Assist with basic website content updates and workflow follow-up with appropriate resources.
• Conduct all activities with integrity in alignment with the principles of Tulsa Responds, Tulsa Community Foundation, and George Kaiser Family Foundation.
• Other duties, tasks, or projects as assigned.

Qualifications

Education & Experience

• High School diploma required. Bachelor’s/Advanced degree or certification in a related field preferred.
• Minimum 2-3 years of professional experience providing administrative support for senior leadership, main office coordination, or similar environment 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 and office equipment.
• Strong proficiency in Microsoft Office Suite and Google Workspace, with the ability to quickly learn other relevant software (e.g., HubSpot, Asana, Slack, expense management tools).

Competencies, Skills & Abilities

• Excellent communication across all forms, with professionalism and positive intent.
• Strong interpersonal skills; proactive and collaborative in a cross-functional team environment.
• Service-oriented attitude and willingness to support others and foster a positive workplace culture.
• Highly organized with strong time management and the ability to manage multiple priorities.
• Systems thinking with an ability to anticipate issues, mitigate challenges, and solve problems.
• Ability to track multiple tasks/projects, adapt to changing priorities, communicate proactively, and meet deadlines.
• High energy, collaborative, and capable of thriving in a fast-paced environment.
• Discretion and sound judgement with handling confidential information.
• Passion for Tulsa Responds’ mission and cultural competency to work with diverse backgrounds.
• Ability to travel within the Tulsa area and occasional non-traditional hours as needed.

Physical Requirements

• Communication: Frequent phone, in-person, and written communication across platforms.
• Operate: Use of computer, phones, and office productivity tools.
• Travel: Ability to travel between program, client, partner, and stakeholder locations as required.

Hours & Location

• Based in Tulsa, OK at the Alameda central office (2174 S. Sheridan Road) with travel to partner sites as needed.
• Typical hours: Monday – Friday, 9:00 a.m. – 5:00 p.m., with flexibility for events and meetings.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative