Executive Assistant

The Parent Child Center of Tulsa•Tulsa, OK

just now

About The Position

The Executive Assistant (EA) to the President & CEO provides high-level, anticipatory executive and board administrative support in a fast-paced, high-expectation environment. This role is responsible for protecting and maximizing the CEO’s time, focus, and effectiveness while ensuring the administrative and logistical needs of the Board of Directors are met with accuracy, professionalism, and timeliness. The EA tracks and supports action items and commitments emerging from executive leadership meetings, board and committee meetings, and CEO-level conversations and decisions, ensuring the CEO receives the right information at the right time to support informed decision-making. The role includes responsibility for preparing, coordinating, and maintaining board-related materials, records, and communications in alignment with governance best practices. This position requires the ability to anticipate needs, manage competing priorities, and deliver high-quality work with urgency and precision. The EA builds trust and credibility with senior leaders, board members, donors, and external partners through professionalism, discretion, and reliability. The role demands ownership of work product, emotional intelligence, sound judgment, and resilience, as well as comfort navigating ambiguity and complexity. Flexibility is required, including occasional evenings and weekends, to meet organizational needs. This is a senior executive support role with high expectations for turnaround, quality, and accountability, and is not entry-level or transactional in nature.

Requirements

Minimum of 7–10 years of progressively responsible experience supporting senior executives
Demonstrated experience providing anticipatory support to a C-suite executive
Proven ability to prepare executive briefings and background materials
Exceptional organizational, time management, and attention-to-detail skills
Strong research, writing, and proofreading abilities
High level of discretion, judgment, and confidentiality
Proficiency in Microsoft Office Suite, Teams, Zoom, and related tools
Ability to manage multiple priorities in a fast-paced environment

Nice To Haves

Bachelor’s or higher degree in business administration, communications, or a related field
Experience supporting a CEO and Board of Directors in a nonprofit or complex organization
Familiarity with donor databases and board governance processes

Responsibilities

Anticipate the CEO’s needs by reviewing upcoming meetings, deadlines, and priorities and preparing materials in advance
Monitor the CEO’s calendar to identify preparation needs, conflicts, and logistical considerations
Ensure the CEO receives the right information at the right time, in a clear and usable format
Proactively surface missing information, preparation gaps, or scheduling concerns before they create issues
Support the CEO’s effectiveness by ensuring readiness for all key commitments
Manage the CEO’s calendar with attention to priorities, preparation time, transitions, and travel needs
Coordinate complex scheduling with internal leaders, board members, donors, and external partners
Ensure meetings are scheduled with sufficient preparation and follow-up time
Communicate clearly and professionally with participants regarding logistics, changes, and expectations
Prepare executive briefs for meetings that may include: Attendee bios and background information Donor, funder, or partner context Prior meeting notes or action items Relevant organizational or historical information
Research and compile background information on board members, donors, funders, and other key stakeholders
Assemble agendas, materials, and supporting documentation as requested
Ensure all materials are accurate, professional, and delivered in advance of meetings
Track action items and commitments emerging from: Executive leadership meetings Board and committee meetings CEO-level conversations and decisions
Maintain organized systems to support follow-up and visibility of deadlines
Proactively remind the CEO of upcoming deadlines, deliverables, or preparation needs
Coordinate with internal leaders to obtain updates, materials, or information needed for CEO follow-through
Coordinate logistics, materials, and documentation for Board and committee meetings
Prepare and distribute agendas and materials in accordance with governance timelines
Take accurate meeting minutes and maintain organized board and committee records
Maintain familiarity with bylaws and governance requirements to support compliance
Support donor and funder engagement by preparing background materials and reports
Coordinate donor correspondence, acknowledgements, and tax receipt processes
Generate donor database reports as requested
Work closely with the Development team to ensure accurate, timely, and complete information
Draft, proofread, format, and distribute executive correspondence, reports, and presentations
Ensure clarity, accuracy, and professionalism in all written materials
Maintain organized electronic and physical filing systems for executive and board records
Support version control and document management processes
Serve as a trusted and professional point of contact for the CEO
Build trust and credibility with senior leaders, board members, donors, and external partners
Support logistics for executive travel, public presentations, agency tours, and special events
Assist with front desk oversight and related administrative functions as assigned
Maintain strict confidentiality and exercise sound judgment at all times