Job Type

Full-time

Description

Background

George Kaiser Family Foundation (GKFF®) is a charitable organization dedicated to providing an equal opportunity for young children in Tulsa through investments in early childhood education, community health, social services and civic enhancement. The position works with the GKFF programs team.

Administrative Coordinator Role Summary:

Provide support to GKFF programs team
Accurately completes administrative tasks such as typing, managing calendars and scheduling, correspondence, expense reports, credit card reconciliation, scheduling, filing and telephone support.
Proofreading, formatting, printing and assembly of materials as directed
Coordinates and arranges travel planning and assistance with destination details for the GKFF staff as assigned
Meeting Assistance: Assist with onsite meeting preparation and arrangements. Including catering, room setup, basic IT support and preparation of materials (including digital and hard copy presentations)
Clean up of meeting location
Complete cleanup of shared TCF/GKFF kitchen area if utilized for a small meeting or larger luncheon
Coordinate and work with other onsite GKFF administrative assistants to ensure meeting room and catering are ready for an on time start to the event or meeting
Deliver mail to relevant staff members
Special Projects: Provide support in preparing scheduled reports, coordinating mass communication, editing, formatting, and finalizing materials
Supporting project management and taking the lead on projects when appropriate with prior approval from Senior Program Officer
Stays current on the use of all software and technology changes implemented for GKFF and specifically those impacting assigned team
Manage staff IT needs and coordinate support by submitting tickets to 501 Tech.net as needed
Maintain confidentiality in all written and verbal correspondence
Other duties as assigned

Requirements

QUALIFICATIONS AND SPECIFICATIONS

Education and Experience

A high school diploma or G.E.D. with at least 3 years of experience providing support for executive officers; required
An associate’s or bachelor’s degree; with at least 3 years of experience providing support for executive officers preferred

Professional Competencies

Ability to work independently in Microsoft Outlook, Word, Excel, Power Point, Teams and Adobe Pro
High level of experience using Zoom for meetings
Experience with submitting expense reports
Experience managing multiple calendars and large contact databases
Excellent oral and written communication skills
Adaptable and willing to learn new technology
Discretion and trustworthiness in handling sensitive or confidential information
Registered Notary preferred
Capable of answering multiple phone lines

Personal Characteristics

Proactive and able to anticipate needs and issues
Accepting of feedback from supervisor to continuously improve efforts
Able to establish and maintain positive working relationships internally and externally
Excellent interpersonal and relationship-building skills and sound judgment, with an emphasis on:
- Using appropriate judgment to determine how to engage with peers and partners
- Actively listening to and empathizing with others
Good attitude, strong character and creative
Able to multitask while maintaining efficiency, establish priorities and propel objectives with limited supervision
Excellent work ethic, takes pride in their work, pays close attention to detail, is a self-starter
Professional appearance and demeanor whenever representing the company virtually or in person
Effective verbal and written communication skills
Highly organized, able to assist in maintain organization for others

Work hours and location:

The typical schedule for this position is Monday – Friday from 8:00 a.m. – 5:00 p.m. with one hour for lunch
Schedule adjustments will be determined by supervisor based on events with prior notice provided

About our Benefits

As part of our overall compensation package, we offer work/life flexibility, comprehensive health benefits, paid time off, and generous retirements contributions designed to support you and your family.

Details:

100% employer paid medical, dental, and long-term disability for full-time employees only. Option to add vision and dependents.
401K employee and employer contributions
Paid time off to support you while you are out of the office.
Paid holidays so our employees can spend time with those they care about.
Employer paid AD&D life insurance, with employee option to add supplemental life insurance.

*Benefits are subject to change.

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