Executive Assistant

Family & Children's Services; Tulsa (OK); On-site; USD 60,000 - 90,000; Full time

Job summary

Family & Children’s Services in Tulsa, OK is seeking an experienced Executive Assistant to provide high‑level administrative and project coordination support to executive leadership. You will manage calendars, travel, communications, and reporting, serving as a key liaison across departments and with external partners.

The role emphasizes confidentiality, proactive problem‑solving, and the ability to handle multiple priorities in a fast‑paced nonprofit healthcare environment.

Qualifications

• Minimum of 5 years of executive administrative support experience.
• 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.
• Strong written and verbal communication skills and professionalism.

Responsibilities

• 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 information.
• Anticipate executive needs and identify opportunities to improve efficiency and effectiveness.
• Track project timelines, milestones, deliverables, and action items.
• Assist in developing project plans, status reports, and documentation.
• Facilitate project meetings and ensure accountability and progress.
• Monitor project risks and dependencies, escalating as needed.
• Maintain project records and dashboards for reporting progress.
• Gather and analyze operational and project data; develop dashboards and summaries for leadership.

Skills

Executive support

Project coordination

Stakeholder management

Calendar management

Communication skills

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft 365

Outlook

Teams

SharePoint

Word

Excel

PowerPoint

Planner

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 EffectivenessOrganizational Alignment
• Learning Agility
• Quality of Work
• Strategic Thinking
• Collaboration

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