Executive Assistant
1 day ago
Tulsa
Job Description Date posted: December 2, 2025 Pay: $19.00 - $26.00 per hour Job description: Executive Assistant to the President/Founder Full-Time | Tulsa, OK | Travel to OKC Required The Executive Assistant plays a critical role in supporting the President/Founder and ensuring that BeHeard operates with excellence, clarity, and strong internal communication. This role is the backbone of organizational flow keeping schedules aligned, communication sharp, and systems functioning with simplicity and consistency. You will be the central point of organization for the President and a key support for the entire team. Position Overview The Executive Assistant provides high-level administrative, operational, and communication support to the President/Founder. This role ensures that schedules, priorities, staff communication, documents, and organizational systems run smoothly across both Tulsa and OKC teams. This is a hands-on, fast-paced, highly trusted role requiring strong problem-solving, communication, planning, and follow-through. You are the President’s right hand helping translate vision into organized systems, clear communication, and daily execution. 1. Executive Support & Scheduling • Manage and maintain the President’s daily and weekly calendar, strategically prioritizing meetings, travel, planning, and leadership responsibilities., • Schedule and prepare agendas for internal and external meetings., • Attend meetings with or on behalf of the President; take clear notes and distribute follow-up tasks with deadlines., • Help protect the President’s time by filtering requests, managing communication flow, and organizing priorities., • Prepare briefings, documents, and summaries ahead of major meetings, donor engagements, and partner visits., • Coordinate travel arrangements (Tulsa ↔ OKC and occasional out-of-state trips). 2. Internal Communication & Organizational Admin • Serve as the primary communication hub between the President and all departments., • Ensure information flows consistently and accurately between Tulsa and OKC teams., • Manage and organize all incoming emails for the President/Founder, flagging urgent items and helping draft responses., • Maintain and update the employee handbook, protocols, and internal documents., • Manage organizational files and shared drives (Google Drive, Notion, ClickUp), ensuring documents are organized, current, and accessible., • Lead or support staff meetings: prepare agendas, take notes, send follow-up tasks, and keep meetings on schedule., • Support onboarding for new staff by ensuring paperwork, systems access, and first-day communication are ready., • Assist with internal announcements, memos, and organizational updates. 3. Systems Management & Operations Support • Manage ClickUp workspaces and support teams in staying organized and compliant with task management., • Support system cleanup and standardization across communication platforms., • Maintain an equipment inventory (laptops, cameras, radios, chargers, office supplies, outreach supplies, etc.)., • Assist in tracking maintenance for mobile units, technology, and office equipment., • Complete data entry, operational logs, and record-keeping across multiple systems., • Help streamline processes to reduce friction and increase efficiency. 4. Donor Engagement & Stewardship • Draft and send personalized donor thank-you emails, letters, and impact updates., • Help prepare donor gifts, thank-you cards, mailing lists, holiday outreach, and stewardship moments., • Maintain accurate donor records in the CRM or tracking system., • Track all donor acknowledgments, ensuring no donor is overlooked., • Assist with small donor stewardship events, meetings, and scheduling., • Capture success stories and impact updates that can be shared with donors when appropriate. 5. Outreach, Events & Program Support • Support outreach operations when needed: registration, check-in, volunteer coordination, hygiene distribution, data tracking., • Assist with planning and logistics for outreach events, volunteer days, shelter operations, trainings, and special projects., • Coordinate communication between BeHeard staff, partners, volunteers, and guests during major events., • Travel to OKC for outreach days, trainings, meetings, or administrative projects as needed. 6. Process Improvement & Leadership Support • Identify gaps in communication, systems, or operations and propose clear solutions., • Help create, streamline, or improve internal forms, templates, and procedures., • Maintain follow-up lists, task tracking, and accountability systems to support leadership., • Ensure staff and departments receive communication clearly, consistently, and on time., • Extremely organized with a strong attention to detail, • Proactive sees what needs to be done before being asked, • Excellent written and verbal communicator, • Emotionally intelligent and able to handle confidential information, • Strong problem-solving skills and ability to multitask, • Comfortable supporting frontline outreach when needed, • Flexible and calm in fast-changing environments, • Tech-proficient (Google Workspace, ClickUp, Drive, CRM systems), • 5+ years of administrative, operations, or executive support experience preferred, • Experience with project management tools (ClickUp preferred), • Ability to travel occasionally to OKC, • Must be comfortable working in a fast-paced nonprofit environment, • The President’s weekly flow is structured, organized, and protected, • Staff feel informed, supported, and engaged, • ClickUp and internal systems stay up-to-date and consistent, • Donor communication is warm, professional, and timely, • Meetings have clear agendas, notes, and follow-through, • Tulsa and OKC staff receive the same level of communication and clarity, • The President can focus on leadership, vision, and funding because operations are running smoothly