Executive Operations Coordinator

Civic Center; Oklahoma City (OK); On-site; USD 42,000 - 50,000; Full time

Job summary

Civic Center Foundation is seeking an Executive Operations Coordinator to provide administrative and operational support to the executive team, board activities, employee administration, event operations, patron communication, reporting, and general office tasks.

The ideal candidate is highly organized, detail-oriented, able to handle multiple priorities, and work independently in a fast-paced environment with shifting priorities.

Qualifications

• Education level indicates a 4 year degree is required.
• Experience providing executive/administrative support preferred.
• Ability to learn payroll, scheduling, ticketing, and other organizational software systems.

Responsibilities

• Coordinate administrative support for the Foundation Board and committees, including agendas, minutes, and communications.
• Manage the CEO's schedule, travel, correspondence, reports, and administrative tasks.
• Provide organization-wide administrative support including supplies, records, and internal resources.

Skills

Organizational skills

Time management

Communication skills

MS Office

Excel

Outlook

Word

Adobe Acrobat

Payroll software exposure

Education

Four-year degree

Tools

Payroll software

Scheduling software

Ticketing system

Adobe Acrobat

Job description

Job Details

Job Location: Civic Center Music Hall - Oklahoma City, OK 73102

Position Type: Full Time

Education Level: 4 Year Degree

Salary Range: $21.50 - $24.00 Hourly

Travel Percentage: Negligible

Job Shift: Day

Job Category: Admin - Clerical

Position Type/Pay: Full Time – non-exempt - starting at $45,000/year

Reports to: Chief Executive Officer & Vice President

Position 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 needs
• Manage 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.

Qualifications

• 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.