Executive Assistant at The Parent Child Center of Tulsa

Tulsa, Oklahoma, United States -

Full Time

Start Date

Immediate

Expiry Date

05 May, 26

Salary

0.0

Posted On

04 Feb, 26

Experience

10 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Calendar Management, Scheduling, Meeting Preparation, Information Management, Board Support, Donor Engagement, Documentation, Communication, File Management, Professional Representation, Organizational Skills, Time Management, Emotional Intelligence, Discretion, Judgment

Industry

Individual and Family Services

Description

Description JOB SUMMARY The Executive Assistant (EA) to the President & CEO provides high-level, anticipatory executive and board administrative support in a fast-paced, high-expectation environment. This role is responsible for protecting and maximizing the CEO’s time, focus, and effectiveness while ensuring the administrative and logistical needs of the Board of Directors are met with accuracy, professionalism, and timeliness. The EA tracks and supports action items and commitments emerging from executive leadership meetings, board and committee meetings, and CEO-level conversations and decisions, ensuring the CEO receives the right information at the right time to support informed decision-making. The role includes responsibility for preparing, coordinating, and maintaining board-related materials, records, and communications in alignment with governance best practices. This position requires the ability to anticipate needs, manage competing priorities, and deliver high-quality work with urgency and precision. The EA builds trust and credibility with senior leaders, board members, donors, and external partners through professionalism, discretion, and reliability. The role demands ownership of work product, emotional intelligence, sound judgment, and resilience, as well as comfort navigating ambiguity and complexity. Flexibility is required, including occasional evenings and weekends, to meet organizational needs. This is a senior executive support role with high expectations for turnaround, quality, and accountability, and is not entry-level or transactional in nature. PRIMARY RESPONSIBILITIES Anticipatory Executive Support & Preparation Anticipate the CEO’s needs by reviewing upcoming meetings, deadlines, and priorities and preparing materials in advance Monitor the CEO’s calendar to identify preparation needs, conflicts, and logistical considerations Ensure the CEO receives the right information at the right time, in a clear and usable format Proactively surface missing information, preparation gaps, or scheduling concerns before they create issues Support the CEO’s effectiveness by ensuring readiness for all key commitments Advanced Calendar & Scheduling Management Manage the CEO’s calendar with attention to priorities, preparation time, transitions, and travel needs Coordinate complex scheduling with internal leaders, board members, donors, and external partners Ensure meetings are scheduled with sufficient preparation and follow-up time Communicate clearly and professionally with participants regarding logistics, changes, and expectations Executive Meeting Preparation & Briefings Prepare executive briefs for meetings that may include: Attendee bios and background information Donor, funder, or partner context Prior meeting notes or action items Relevant organizational or historical information Research and compile background information on board members, donors, funders, and other key stakeholders Assemble agendas, materials, and supporting documentation as requested Ensure all materials are accurate, professional, and delivered in advance of meetings Follow-Through, Tracking & Information Management Track action items and commitments emerging from: Executive leadership meetings Board and committee meetings CEO-level conversations and decisions Maintain organized systems to support follow-up and visibility of deadlines Proactively remind the CEO of upcoming deadlines, deliverables, or preparation needs Coordinate with internal leaders to obtain updates, materials, or information needed for CEO follow-through Board & Governance Support Coordinate logistics, materials, and documentation for Board and committee meetings Prepare and distribute agendas and materials in accordance with governance timelines Take accurate meeting minutes and maintain organized board and committee records Maintain familiarity with bylaws and governance requirements to support compliance Donor & Development Support Support donor and funder engagement by preparing background materials and reports Coordinate donor correspondence, acknowledgements, and tax receipt processes Generate donor database reports as requested Work closely with the Development team to ensure accurate, timely, and complete information Documentation, Communication & File Management Draft, proofread, format, and distribute executive correspondence, reports, and presentations Ensure clarity, accuracy, and professionalism in all written materials Maintain organized electronic and physical filing systems for executive and board records Support version control and document management processes Professional Representation & Operational Support Serve as a trusted and professional point of contact for the CEO Build trust and credibility with senior leaders, board members, donors, and external partners Support logistics for executive travel, public presentations, agency tours, and special events Assist with front desk oversight and related administrative functions as assigned Maintain strict confidentiality and exercise sound judgment at all times PROFESSIONAL EXPECTATIONS & WORK ENVIRONMENT This role: Operates in a fast-paced environment with frequent competing priorities Has high expectations for quality, accuracy, and turnaround time Requires flexibility, including occasional evenings and weekends Demands ownership of work product and attention to detail Requires discretion, emotional intelligence, and professionalism Requires comfort navigating ambiguity and shifting priorities Expects accountability without finger-pointing Requires sound judgment, resilience, and composure under pressure SUCCESS IN THIS ROLE REQUIRES Anticipating needs rather than waiting for direction on every task Consistently preparing the CEO with accurate, relevant, and timely information Managing multiple priorities without sacrificing quality Communicating clearly and proactively when priorities conflict Maintaining confidentiality and professionalism at all times Thriving in a high-expectation, executive-level environment Requirements REQUIRED QUALIFICATIONS Minimum of 7–10 years of progressively responsible experience supporting senior executives Demonstrated experience providing anticipatory support to a C-suite executive Proven ability to prepare executive briefings and background materials Exceptional organizational, time management, and attention-to-detail skills Strong research, writing, and proofreading abilities High level of discretion, judgment, and confidentiality Proficiency in Microsoft Office Suite, Teams, Zoom, and related tools Ability to manage multiple priorities in a fast-paced environment PREFERRED QUALIFICATIONS Bachelor’s or higher degree in business administration, communications, or a related field Experience supporting a CEO and Board of Directors in a nonprofit or complex organization Familiarity with donor databases and board governance processes

Responsibilities

The Executive Assistant provides high-level administrative support to the CEO, ensuring their effectiveness and managing board-related materials. This includes tracking action items, preparing meeting materials, and maintaining organized systems for follow-up.