Executive Assistant

Family & Children's Services; Tulsa (OK); On-site; USD 52,000 - 78,000; Full time

Job summary

Family & Children's Services is seeking an experienced Executive Assistant to provide high-level administrative, operational, and project coordination support to executive leadership. You will manage complex calendars, coordinate travel, prepare reports and briefings, and facilitate meetings with internal and external stakeholders.

The role requires meticulous organization, proactive prioritization, and discretion in handling confidential information while supporting multiple strategic

Qualifications

• Minimum of 5 years of executive administrative support experience.
• Experience coordinating projects or organizational programs preferred.
• Experience supporting executive leadership in healthcare, nonprofit, government, or corporate environments preferred.
• Demonstrated experience with multiple stakeholders and competing priorities.

Responsibilities

• Manage complex executive calendars, priorities, and scheduling conflicts.
• Coordinate executive travel arrangements and itineraries.
• Prepare executive reports, presentations, and briefing materials.
• Coordinate meetings with agenda, materials, notes, and actions.
• Maintain strict confidentiality of sensitive information.
• Track project timelines, deliverables, and status reports.
• Develop executive dashboards and summaries for leadership review.
• Monitor KPIs and support organizational planning initiatives.

Skills

Executive coordination

Calendar management

Communication

Meeting facilitation

confidentiality

Project coordination

Stakeholder management

Advanced MS 365

Analytical thinking

Education

High school diploma

Bachelor's degree in related field

Tools

Microsoft 365 suite

Asana/Smartsheet/Monday.com

Job description

The Executive Assistant provides high-level administrative, operational, and project coordination support to executive leadership. This role serves as a trusted strategic partner, ensuring executive effectiveness through proactive calendar management, communication coordination, meeting facilitation, and execution of organizational priorities.

In addition to traditional executive support responsibilities, the Executive Assistant coordinates cross-functional initiatives, monitors project progress, tracks key deliverables, and supports organizational planning efforts. This position serves as a liaison among executives, leadership teams, internal departments, and external stakeholders to ensure alignment, accountability, and successful execution of strategic initiatives.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment while maintaining the highest level of professionalism and confidentiality.

Position Specific Duties & Responsibilities

Executive Support

• Manage complex executive calendars, priorities, and scheduling conflicts.
• Coordinate executive travel arrangements and prepare detailed itineraries.
• Prepare executive reports, presentations, briefing materials, and leadership communications.
• Coordinate meetings, including agenda preparation, meeting materials, note-taking, and action item tracking.
• Manage executive communications, including email prioritization, correspondence drafting, and follow-up activities.
• Serve as a liaison between executive leadership, internal departments, board members, community partners, and external stakeholders.
• Maintain strict confidentiality of sensitive organizational, personnel, and strategic information.
• Anticipate executive needs and proactively identify opportunities to improve efficiency and effectiveness.

Project & Initiative Coordination

• Support the planning, coordination, and implementation of organizational and department-wide projects.
• Track project timelines, milestones, deliverables, and action items to support timely completion of initiatives.
• Assist in developing project plans, work schedules, status reports, and project documentation.
• Facilitate project meetings and follow up on assignments to ensure accountability and progress.
• Monitor project risks, dependencies, and barriers, escalating concerns when appropriate.
• Coordinate communication and information sharing among project stakeholders.
• Support quality improvement, process improvement, and strategic planning initiatives.
• Maintain project records, dashboards, and reporting tools used to communicate progress and outcomes.

Organizational Effectiveness & Reporting

• Gather, organize, and analyze operational and project data.
• Develop executive dashboards, reports, presentations, and summaries for leadership review.
• Monitor key performance indicators (KPIs) and provide regular updates on initiatives and organizational priorities.
• Assist with development of process documentation, training materials, and workflow resources.
• Support special projects and agency-wide initiatives as assigned.
• Promote consistent processes, documentation standards, and best practices across departments.

Qualifications

Education

• High school diploma or equivalent required.
• Bachelor's degree in Business Administration, Healthcare Administration, Communications, Project Management, Public Administration, or related field preferred.

Experience

• Minimum of 5 years of executive administrative support experience required.
• Experience coordinating projects, initiatives, or organizational programs preferred.
• Experience supporting executive leadership in healthcare, nonprofit, government, or corporate environments preferred.
• Demonstrated experience working with multiple stakeholders and competing priorities.

Performance Competencies

• Communication
• Decision Making
• Engagement
• Initiative and Accountability
• Interpersonal Effectiveness
• Organizational Alignment
• Learning Agility
• Quality of Work
• Strategic Thinking

Knowledge, Skills & Abilities

• Exceptional organizational, planning, and time management skills.
• Strong project coordination and task management abilities.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Strong verbal and written communication skills.
• High degree of professionalism, discretion, and confidentiality.
• Ability to build and maintain effective working relationships with leaders, employees, and external stakeholders.
• Experience developing executive reports, presentations, dashboards, and briefing materials.
• Knowledge of project tracking, meeting facilitation, and action-item management practices.
• Advanced proficiency with Microsoft 365 including Outlook, Teams, SharePoint, Word, Excel, PowerPoint, Planner, and related collaboration tools.
• Experience with project management platforms such as Asana, Smartsheet, Monday.com, Planner, or similar tools preferred.
• Ability to anticipate needs, solve problems proactively, and drive initiatives forward with limited supervision.
• Strong analytical and critical-thinking skills.

Certifications/Licenses

Preferred:

• Certified Administrative Professional (CAP)
• Project Management Professional (PMP)
• Certified Associate in Project Management (CAPM)
• Lean Six Sigma or other process improvement certification

Behaviors

Dedicated : Devoted to a task or purpose with loyalty or integrity

Detail Oriented : Capable of carrying out a given task with all details necessary to get the task done well

Preferred

Education

Required

High School or better.

Preferred

Bachelors or better.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.