Executive Operations Coordinator

Civic-Center-Foundation; Oklahoma City (OK); On-site; USD 41,000 - 50,000; Full time

Job summary

The Civic Center Foundation in Oklahoma City is seeking an Executive Operations Coordinator to provide administrative and operational support to the Executive team, support Board activities, and manage office functions in a fast-paced environment. The ideal candidate will be highly organized, able to juggle multiple priorities, and comfortable working independently.

Proficiency with Microsoft Office, strong communication skills, and discretion with confidential information are essential.

Qualifications

• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency with Microsoft Office, especially Excel, Outlook, and Word.
• Experience with payroll, scheduling, ticketing, and survey software.
• Ability to handle confidential information with discretion.
• Experience providing executive, administrative, or operational support preferred.
• Familiarity with performing arts venues is a plus.

Responsibilities

• Coordinate Board of Directors meetings, agendas, minutes, and related communications.
• Manage the CEO's schedule, travel arrangements, and correspondence.
• Provide organization-wide administrative support and asset coordination.
• Support employee onboarding, records, and compliance.
• Assist event operations: scheduling, inventory, distribution, and reporting.
• Coordinate patron correspondence and feedback surveys.
• Prepare recurring reports and assist with Excel-based data tracking.
• Monitor community calendars to aid planning and scheduling.
• Serve as a flexible resource across departments and assist special projects.

Skills

Organizational skills

Time management

Written communication

Excel

Outlook

Word

Microsoft Office

Adobe Acrobat

Payroll software

Scheduling software

Tools

Microsoft Office Suite

Adobe Acrobat

Payroll software

Scheduling software

Job description

Position Type/Pay: Full Time – non-exempt - starting at $45,000/yearReports to: Chief Executive Officer & Vice PresidentPosition Summary:The Executive Operations Coordinator provides administrative and operational support to the Civic Center Foundation’s Executive team. This position serves as a central administrative resource for the organization, supporting Board activities, employee administration, event operations, patron communication, reporting, and general office functions.The ideal candidate is highly organized, detail-oriented, comfortable managing multiple priorities, and able to work independently in a fast-paced environment where responsibilities and priorities may shift frequently.Responsibilities:Coordinate administrative support for the Civic Center Foundation Board of Directors and committees, including meeting preparation, agendas, minutes, communications, records, and ongoing Board-related needsManage the Chief Executive Officer's schedule, meetings, travel arrangements, correspondence, reports, and other administrative assignments.Provide organization-wide administrative support, including coordination of office and break room supplies, recordkeeping, internal resources, employee requests, and organizational assets.Support employee administration, including onboarding, employee records and compliance, internal scheduling, and coordination.Provide administrative support for event operations, including departmental scheduling, merchandise and inventory processes, program distribution, reporting, and other event-related needs.Coordinate patron correspondence and survey administration, including compiling and maintaining feedback and assisting with follow-up as appropriate.Prepare and maintain recurring organizational, operational, and analytical reports and assist with data tracking and Excel-based reporting.Monitor community calendars and other relevant sources to assist with organizational planning, event awareness, reporting, and scheduling.Serve as a flexible administrative resource to departments throughout the organization and assist with special projects and other duties as assigned.Exceptional organizational and time-management skills with strong attention to detail.Ability to manage multiple responsibilities and shift priorities quickly without sacrificing accuracy or follow-through.Strong written and verbal communication skills.Strong proficiency with Microsoft Office, particularly Excel, Outlook, and Word, as well as Adobe Acrobat.Ability to learn and effectively use payroll, scheduling, ticketing, survey, and other organizational software systems.Strong problem-solving skills and the ability to work independently.Ability to handle confidential and sensitive information with discretion and professionalism.Experience providing executive, administrative, or operational support preferred.Familiarity with the Civic Center Music Hall and performing arts or event environments preferred.