Executive Assistant

The Spring Shelter, Inc.•Tulsa, OK

11d

About The Position

The Spring is seeking a highly organized and proactive Executive Assistant to support our CEO. This is a key role for someone who thrives in a dynamic, mission-driven environment and enjoys bringing structure, efficiency, and care to daily operations. The Executive Assistant will provide high-level strategic support to the CEO by anticipating needs, managing projects, analyzing data, and optimizing workflows to maximize leadership effectiveness. The Executive Assistant uses good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant serves as a liaison to the board of directors, staff, donors and community partners.

Requirements

High school diploma or equivalent required; Bachelor's degree in Business Administration or related field preferred
4+ years of experience as an executive assistant or senior administrative assistant supporting executive leadership
Must be able to sign The Spring's Statement of Faith
Valid driver's license required
Outgoing and people-oriented with exceptional interpersonal skills
Strong business sense and can decipher priorities and make sound judgement calls when needed
Creative problem solver with the ability to think outside of the box with a sense of urgency
Advanced knowledge of Microsoft Office 365 products
Excellent organizational and communication skills
Ability to thrive in a results-driven, challenging environment
Self-motivated to work alone and in a team setting
Must be able to pass a 7-year background check. Any job offer will be based on the results of the background testing. A felony does not automatically exclude you from consideration.

Responsibilities

Coordinate special projects, ensuring timely execution and alignment with organizational goals
Attend selected meetings to capture key takeaways and translate them into actionable steps
Conduct research and analysis to support strategic initiatives
Maintain timelines, track progress, and manage deliverables for ongoing projects
Develop and distribute meeting agendas
Provide comprehensive administrative support
Manage the CEO's calendar, schedule meetings, and coordinate logistics including catering, travel, retreats, etc; prioritize inquiries and requests, troubleshoot conflicts with little guidance, make judgments and recommendations to ensure smooth day-to-day engagements
Assist in the preparation of presentations, reports, and executive communications
Handle correspondence by drafting documents, researching background materials, and organizing responses
Support strategic planning and organizational development efforts
Analyze, prepare and distribute reports and Board documents
Serve as a liaison to Board of Directors
Support the CEO in fundraising activities, including donor cultivation, stewardship, and campaign planning
Prepare high-quality briefing materials for donor meetings, including research profiles, talking points, presentations, and follow-up correspondence
Coordinate donor engagement logistics, such as scheduling meetings, confirming attendance, arranging materials, and ensuring timely follow-up
Maintain accurate donor records in the organization's CRM/database; track touchpoints, pledges, deadlines, and reporting requirements
Support planning and execution of fundraising events, such as donor briefings, cultivation gatherings, board events, and annual fundraising programs
Deliver external presentations on behalf of the CEO, ensuring consistent messaging and high-quality content delivery
Represent the CEO at meetings, trainings and workshops maintaining strong organizational presence and consistenc