The Parent Child Center of Tulsa · 14 hours ago
Executive Assistant
Tulsa, OK
Full-time
Onsite
Mid, Senior Level
$55K/yr - $68K/yr
7+ years expThe Parent Child Center of Tulsa is seeking an Executive Assistant to the President & CEO who will provide high-level administrative support in a fast-paced environment. This role involves managing the CEO's calendar, preparing meeting materials, and ensuring effective communication with the Board of Directors and external partners.
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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
Qualification
Required
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
Preferred
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
Company
The Parent Child Center of Tulsa
Strengthening families to prevent child abuse & neglect through education, treatment and advocacy.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Melanie Anderegg
Chief Executive Officer
Company data provided by crunchbase