Administrative Assistant - Philanthropy

Oklahoma Medical Research Foundation • Oklahoma City, OK

1d

About The Position

The Philanthropy Administrative Assistant (PA) is a central operational support role within OMRFs Philanthropy team. This role provides high-level administrative coordination that helps the department run smoothly day to day, supporting scheduling, meetings, communication, and follow-through across the team.

Requirements

• High School Diploma or GED.
• Exceptional organizational skills, attention to detail, time management, and ability to manage multiple tasks and priorities.
• Demonstrated ability to anticipate needs, track details across multiple priorities, and follow through independently.
• Strong problem-solving skills and sound judgement.
• Excellent customer service and interpersonal skills.
• Demonstrated team player with strong collaboration abilities.
• Excellent communication skills both written and verbal.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Flexibility to occasionally work after-hours events with advanced notice.

Nice To Haves

• Prior office management or administrative experience, particularly in a nonprofit or fundraising environment.
• Experience working in Salesforce or other CRM system(s).
• Experience using modern workplace and collaboration tools, such as Microsoft Outlook and Microsoft 365 (including OneDrive), Asana, Slack, Smartsheet, Zoom, or other comparable platforms.
• Comfort working across multiple systems to track information, support follow-through, and maintain shared documentation.
• Bachelors degree from an accredited university in public relations, communications, journalism, business, or related field preferred.

Responsibilities

• Provide administrative support to the Philanthropy and Gift Management teams.
• Answer Philanthropy department main phone line and OMRF main phone line (on a rotating basis), determine the purpose of calls and route appropriately.
• Handle donations and donor questions via phone and email with professionalism and genuine care.
• Prepare requisitions, purchase orders, expense reports, and reimbursements for department staff.
• Order office supplies as needed and help maintain an organized, functional general office area.
• Assist with tracking and coordinating external event RSVPs on behalf of OMRF Staff and board members.
• Assist Director Philanthropy Events with necessary support for all internal events.
• Assist with coordination and staffing of tours as needed.
• Coordinate scheduling across the Philanthropy team, including securing meeting rooms and supporting internal and cross-departmental meetings.
• Coordinate, attend, and draft meeting summaries and notes for Philanthropy department meetings, with an emphasis on capturing key decisions, next steps, and follow-up items.
• Track and support follow-up items from meetings, helping ensure next steps and deadlines are documented, communicated, and accomplished.
• Assist the Vice President of Philanthropy and senior staff with scheduling meetings, confirming appointment details, and proactively identifying potential conflicts or gaps.
• Help maintain departmental rhythm by supporting meeting readiness, tracking recurring needs, and identifying patterns that impact efficiency or workload.
• Perform other related duties as assigned.

Benefits

• We offer competitive salaries and comprehensive benefits to full-time employees including medical, dental, and vision insurance, minimum 8% company retirement contribution, vacation and sick leave, and paid holidays.
• All employees have access to our onsite caf, free onsite fitness center with access to personal trainer, free parking and much more!
• Relocation assistance available for those located 50 miles outside of Oklahoma City metro.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED