What are the responsibilities and job description for the Administrative Assistant position at Oklahoma United?

Job Title : Administrative Assistant to CEO

Organization : Oklahoma United

Location : Hybrid role

Type : Part-time (approx. 20 hours / week)

Salary : Commensurate with experience

About Us : Oklahoma United is a nonpartisan, nonprofit, grassroots voter advocacy organization. The projects of the organization are focused on systemic reforms and solutions to improve and protect citizen impact in government. As a dynamic, fast-paced, and collaborative team, we are looking for a reliable and highly organized Administrative Assistant to provide direct support to our CEO, as well as supporting the rest of our team.

Position Overview : This position is a hybrid, part-time situation that will involve a range of administrative, operational, and IT and software management tasks. The ideal candidate is proactive, reliable, comfortable contributing ideas in a group setting, but also effective working independently. Proficiency in standard software is expected, and training will be provided to master internal systems specific to the organization. The position includes support of the CEO and leadership team in specific activities and events. Due to outward-facing contact, a professional skill level, including grammar, communication, and discretion, and a warm demeanor with supporters are necessary.

Key Responsibilities :

Data Entry & Management : Organize and maintain internal processes and databases to ensure accurate data input, track key metrics related to voter turnout in Oklahoma, and develop mastery of systems used for research and compliance.
Event Planning & Execution : Support COS in coordinating logistics for virtual and in-person events, including outreach, scheduling, and ensuring all details are handled. Help manage event follow-up and attendee communications.
Administrative Support to the CEO : Provide support with meetings both virtual and in-person. Zoom management with a follow-up digest for the team.
Communication & Coordination : Serves as a point of contact between the CEO and staff, board members, partners, donors, and other stakeholders. Help prepare meeting materials and notes as needed.
Project Management : Support designated team for execution of various projects, from planning to completion, ensuring deadlines are met and all involved parties are informed and engaged.
Ad Hoc Tasks : Perform various other administrative duties as required to ensure the CEO’s time and the organization’s goals are optimized.

Qualifications :

Proven experience as an executive assistant, administrative assistant, or in a similar role, in a fast-paced environment. Political experience is not necessary. Legal and accounting experience is helpful.

Excellent organizational and time-management skills, with the ability to handle multiple tasks simultaneously and prioritize effectively.

Strong written and verbal communication skills.

Tech-savvy, with proficiency in Google Suite, Microsoft Office, and related IT troubleshooting.

Experience with event coordination (virtual and in-person).

Ability to work independently while discerning anticipated obstacles and maintaining a high level of confidentiality and professionalism.

High level of maturity, flexibility, and a proactive, can-do attitude.

Demonstrated ability to work well with a variety of people, including staff, donors, partners, and the public.

Interest or experience in grassroots activism or nonprofit work is a plus.

Ideal Candidate Attributes :

Proactive and resourceful, able to anticipate needs and work independently with little supervision.

Able to handle changing priorities and unexpected tasks with grace and calm.

A positive and flexible attitude, with a passion for supporting a mission-driven organization.

A self-starter who enjoys a mix of routine tasks and creative problem-solving.

Work Environment :

This is a hybrid position, and candidates should be comfortable working independently and managing their own schedules.

Approx. 20 hours per week, expected availability 9 AM-2 PM M-F, with some flexibility on exact hours. Same-day email acknowledgment, punctuality, and deadline adherence expected. The role may require occasional evening or weekend work for events or urgent tasks.

How to Apply : Please send your resume, an email outlining your experience and interest in the role, and contacts for two professional references to maggie@ok-united.org . In your email, please include what interests you personally in this position and any community volunteer work you’ve found meaningful.

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