Reporting directly to the Director of Finance & Operations, the Executive Assistant provides essential administrative support to the senior leadership team and ensures the smooth operation of our nonprofit organization. This role involves coordinating activities and meetings for the Board of Directors and Board Committees, assisting with executive scheduling, and managing office organization.

The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, enjoy working with board members and donors, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant must be able to work under tight deadlines with the ability to prioritize multiple tasks.

Please submit resume and cover letter to jobs@alliedartsokc.com.

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• Board Support:

o Coordinate scheduling, logistics, and communications for Board and Committee meetings, including preparing agendas, collecting materials, and ensuring follow-up on action items.

o Prepare and distribute meeting minutes, track Board attendance, and maintain comprehensive Board records.

• Executive Support:

o Assist in managing calendars for senior leadership, scheduling meetings, and appointments.

o Assist with preparing presentations, reports, and other materials for senior leadership as needed.

o Organize and prioritize daily tasks to ensure efficient workflow and meet deadlines.

• Office Organization and Administration:

o Maintain filing systems, both electronic and physical, ensuring that important documents are organized and easily accessible.

o Serve as the key point of contact for board members and other key stake holders, responding to inquiries with professionalism.

o Help coordinate logistics for internal meetings, training sessions, and community outreach activities.

• Other Duties:

o Support the senior leadership team with special projects as required.
o Assist with communication tasks such as drafting and sending emails, preparing documents, and coordinating with other departments.

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• Strong organizational skills with the ability to manage multiple tasks and deadlines.

• Exceptional written and verbal communication skills.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software/tools.

• Ability to handle sensitive and confidential information with discretion.

• Attention to detail and problem-solving ability.

• A self-starter with a positive, professional attitude and the ability to work both independently and as part of a team.

• Associate’s Degree or higher preferred

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Working in a professional, team focused environment with other fundraising professionals, employees must regularly be able to detect, perceive, identify, recognize, judge, inspect, estimate, observe, and assess items, information, and objects in an office setting.  Team work and communications are critical to our success and employees are regularly required to communicate clearly, in various settings.  

Regular business hours are from 8:30 – 5:00 M-F, with occasional off-site events requiring additional time on nights, weekends and early mornings.  Allied Arts has a hybrid working environment, where regular remote work schedules are offered.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job as required under applicable law.

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Employees must occasionally transport and/or move up to 25 pounds.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job as required under applicable law.

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