Executive Operations Assistant Job at Trust Women Foundation Inc in Wichita

Job Summary:

The Executive Operations Assistant plays a pivotal role in supporting the operational and

administrative needs of Trust Women’s executive leadership and cross-functional

departments. This position requires a highly organized, detail-oriented, and proactive

professional who can work independently, manage multiple priorities, and maintain the

highest level of confidentiality. The Executive Operations Assistant will handle a broad

range of responsibilities, from coordinating travel and managing insurance and tax

documentation to serving as a communication hub between internal teams, donors, and

external partners.

Key Functions/Responsibilities:

Administrative & Operational Support

• Provide direct administrative support to the executive leadership team, including scheduling meetings, maintaining calendars, preparing expense reports, and handling correspondence.
• Arrange complex and detailed travel plans, itineraries, and agendas; compile documents for travel-related meetings.
• Manage office supplies, equipment inventory, and ordering processes.
• Maintain electronic and paper filing systems with accuracy and discretion.
• Coordinate conference room reservations, meeting logistics, and special projects as needed.
• Manage and track general liability, property, D&O, and malpractice insurance policies for physicians and entities.

Communications & Stakeholder Engagement

• Serve as the first point of contact for the foundation phone lines, routing calls appropriately and taking messages when necessary.
• Communicate with donors, volunteers, and external stakeholders in a professional and engaging manner.
• Provide backup support to Development Coordinators and Foundation staff, including front office reception.
• Draft, edit, and proofread correspondence, presentations, and materials that reflect the organization’s mission and voice.

Event & Project Coordination

• Support internal and external events, including logistics, vendor coordination, and materials preparation.
• Assist with project timelines, task tracking, and interdepartmental coordination.
• Collaborate across departments with discretion to ensure smooth operations.

Technology & Systems Management

• Utilize Office 365 and collaborative file storage systems to perform work-related tasks efficiently.
• Maintain proficiency in social media tools, applications, and protocols.
• Assist with data entry, record-keeping, and reporting needs.

• Demonstrated ability to maintain confidentiality and professionalism.
• Excellent verbal and written communication skills, with the ability to speak and write persuasively about the organization’s mission.
• Highly organized, detail-oriented, and self-motivated with a proven ability to manage multiple projects.
• Proficiency in Microsoft Office 365 and collaborative file management systems.
• Ability to work independently and complete tasks in a timely and efficient manner.
• Experience navigating interdepartmental dynamics effectively.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Prolonged periods of standing, walking, crouching, or bending
• Must be able to lift objects up to 20 pounds at times
• Frequent travel between administrative and clinical locations, with some additional travel that may be required to accomplish company business