Administrative Assistant/Personal Assistant

PRIMARY JOB FUNCTION:

The Executive Personal Assistant provides personal administrative support to the Founder and CEO. This position is responsible for reporting to and assisting the CEO with various personal needs, such as personal finance management, travel arrangements for the CEO and his family (personal and business travel), annual tax coordination, etc. This position will also provide administrative support where needed. The ideal candidate will be a detail-oriented multitasker with excellent communication skills and the ability to manage both administrative duties and personal tasks for the CEO. The role requires discretion, initiative, and a deep commitment to supporting the mission of our organization.

ESSENTIAL FUNCTIONS:

Reasonable Accommodations Statement

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Personal Support:

• Manage and coordinate domestic and occasional international travel bookings (flights, hotel, car service, etc.), including staying up to date on mileage/rewards and TSA precheck renewal for the CEO and/or his family.

• Assist in the management of the website domains, personal subscriptions, and other various elements of the different company LLCs under ownership of CEO and his family.

• Manage and maintain the various vehicle registrations under ownership of CEO and his family.

• Balance Flexible Spending Account purchases (via medical receipts) for proper reimbursement.

• Manage and coordinate annual benefit enrollments for CEO and his family.

• Maintain checkbooks and management of payment for personal bills/expenses.

• Coordinate tax returns with external accountants.

• Schedule doctor appointments and various medical coordination needs, run various errands, pick up children from school, and more for both CEO and his family.

• Manage and maintain family contact list and send correspondence en masse when required.

• Handle confidential and sensitive information with the utmost discretion.

• Support the CEO with any ad-hoc tasks that may arise in both personal and professional contexts.

Administrative Support:

• Assist in the preparation of materials for board meetings, donor engagements, and other high-level events.

• Organize and maintain the CEO’s files, records, and documents, ensuring accuracy and confidentiality.

• Handle various office administrative tasks such as ordering supplies, managing office equipment, and coordinating with vendors.

• Prepare and manage the CEO’s expense reports, ensuring all receipts and documentation are properly organized, categorized, and submitted in a timely manner for reimbursement or accounting purposes.

• Assist the Senior Executive Assistant and C-suite executives with various administrative tasks as required.

• Perform other administrative duties as assigned.

SELECTION CRITERIA:

Bachelor’s Degree is preferred and 2-3 years of relevant experience; PLUS the following job-related experience:

• Prior experience successfully performing tasks within a similar role highly preferred.

• Proficient in C-Suite level correspondence and experience in communicating with board  members.

• Very strong interpersonal skills with proven success in building relationships with staff, board members, external partners, and donors.

• Highly resourceful team-player with the ability to work independently in a fast-paced and at times stressful environment with little to no supervision.

• Ability to practice discretion with confidential information, adapt to various competing demands, and demonstrate the highest level of customer service.

• Ability to navigate and enter public school properties for child(ren) pickup/drop-off.

• Ability to travel around town for various errands and needs.

• Ability to successfully demonstrate excellent problem-solving skills, both independently and as a team.

• Excellent time management and organization skills with the proven ability perform under pressure to meet project deadlines, milestones, and deliverables.

• Must possess a valid state driver’s license.

• Proficient in Microsoft Office Suite is required.

PHYSICAL REQUIREMENTS:

• Mobility to travel in and around office surroundings.

• Mobility to travel within the Tulsa metro area, including travel to/from children’s school and the CEO’s private residence.

• Mobility to use hands and reach with arms.

• Able to climb or balance, stoop, kneel, crouch or crawl.

• Ability to lift and move up to 25 pounds regularly.

• Ability to perform essential duties during normal and off-business hours.

COMMUNICATION REQUIREMENTS:

• Ability to read, analyze, and interpret common business correspondence, financial reports, and legal documents.

• Ability to communicate both verbally and in writing with customers, donors, and members of the business community.

• Ability to write correspondence that conform to prescribed style and format.

• Ability to effectively present information to top management, public groups, and boards of directors.

VISUAL REQUIREMENTS:

• Ability to see color.

TRAVEL REQUIREMENTS:

~ 30% within city proper

Salary : $60,000 - $75,000