Executive Assistant 

Title: Executive Assistant

Department: Admin

Reports To: CEO

Updated on: September 2022

Status: Exempt, full time, salary range $37,000-$41,600

 

POSITION SUMMARY

 This individual oversees the day-to-day administrative functions of the Tulsa SPCA and works in conjunction with the CEO and Board of Directors to facilitate the efficient operation of the organization.

 

This job classification has been designated as a safety sensitive job classification in accordance with the Oklahoma Medical Marijuana and Patient Protection Act, 63 O.S., § 427.1 et seq., (OSCN 2019), effective August 29, 2019. This means employees in this job classification can be subject to disciplinary action up to and including termination if they test positive for marijuana components or metabolites, even if they possess a medical marijuana license.

 

ESSENTIAL FUNCTIONS & DUTIES

  • Office Administration
    • Manage sensitive matters with a high level of confidentiality and discretion
      • This includes managing board documents, meeting dates, and other board related activities
    • Maintain the CEO’s appointment schedule by planning and scheduling business meetings, conferences, as well as coordinating and booking travel arrangements
    • Assist the CEO with daily administrative duties and complete a broad variety of administrative tasks that include completing reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas, and compiling documents for meetings
    • Assist and support the CEO in preparing for meetings including preparing meeting materials, keeping track of meeting progress and follow up items, and preparing and revising correspondence and other documents as necessary
      • May attend meetings in CEO’s place
    • Work closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately
    • Serve as the primary contact for the company, greet and establish rapport with employees, clients, visitors, and all other guests entering and exiting the building
    • Answer and direct phone calls, and appropriately relay important information promptly, clearly, maintaining confidentiality as needed
    • Notify CEO of important dates such as employee birthdays and anniversaries
    • Coordinate with HR for employee birthday, staff meetings, and other celebrations
    • Plan, coordinate, organize and help as various company meetings, events, and celebrations
    • Receive and sort daily mail, filing appropriate documents accordingly
    • Maintain inventory of the company’s office supplies, coordinating with departments to reorder as needed
    • Assists the CEO to develop filing systems and organization of confidential and non-confidential records.
    • Develops an efficient and uniform record keeping system for the Tulsa SPCA and assists CEO with organizing and maintaining the files and records of the Tulsa SPCA in the office, including locating, sorting, and disposing of boxes of records housed off site, those records located on site and any other records of the organization in compliance with the Document Retention Policy of the Tulsa SPCA
    • Coordinate with VP of Philanthropy and Communications recordkeeping of donations (monetary and nonmonetary) and assist with any correspondence to donors
    • Work with Accountant to monitor monthly spending; assists with annual budget forecasting in areas of Administration (office supplies, travel, postage, copier, technology, etc)
  • Other
    • Assists in other tasks or projects as assigned by the CEO, Board of Directors, and related committees
    • Reviews ongoing programs and activities to ensure they meet with Tulsa SPCA mission and makes suggestions to the Executive Director and Board of Directors for improvements or cancellation of ineffective programs or programs that are no longer viable

KEY COMPETENCIES

  • Strong writing and review skills
  • Strong organizational skills, interpersonal and time management skills
  • Discretion and confidentiality
  • Advanced skills in Microsoft Office – Outlook, Word, Excel, Power Point

POSITION REQUIREMENTS

Education/Experience Required

  • Bachelor’s degree preferred
  • A minimum of five years of management/administrative experience
  • Non-profit experience preferred
  • Financial management and budget planning experience
  • Passion for issues relating to pet welfare
  • Ability to motivate, solve problems, work in multi-task environment
  • Excellent written and oral communications skills

Physical Demands

  • Work primarily in office setting
  • Use of computer, keyboard, telephone, copy machine
  • May be exposed to fumes or airborne materials
  • Noise level is moderate
  • Lift up to 25 lbs.
  • May be working with and exposed to a variety of animals and animal waste; removal/cleaning of animal waste

 

SCHEDULE

FT position. Schedule can vary, shift changes will be necessary sometimes as will work on holidays and some overtime.

 

Please email resume and cover letter to sdarby@tulsaspca.org