About the Organization

The mission of the Terence Crutcher Foundation is to create just and liberated communities free from racial violence and harm. We do this through Advancing Policy, Strengthening Communities, and Honoring the Legacy of our Ancestors. We engage the community, law enforcement, and policymakers to identify, prevent, and confront racial inequities in Tulsa, Oklahoma, and across the country.

Position Purpose

TERENCE CRUTCHER FOUNDATION seeks an experienced and dedicated Executive Assistant to primarily coordinate and support the activities of the Founder and Executive Director and also provide general assistance to the staff and programs of the Terence Crutcher Foundation to ensure effective representation and organization of foundation business. The position must appropriately represent the values, reputation, messaging and mission of the Foundation. To be successful in this position, the candidate must have masterful interpersonal and facilitation skills, have a deep appreciation and respect for the intensity of the work while bringing hope and light to the organization and community. This position is based in Tulsa, Oklahoma at our office at the Greenwood Cultural Center.

Responsibilities / Essential Duties

• Provides administrative support and assistance to the Executive Director and other assigned staff that may include drafting letters, preparing reports, updating various databases and spreadsheets, tracking program data/grants/etc, maintaining filing system, order supplies, basic bookkeeping, and other functions as assigned.
• Organizing and managing the Executive Director’s schedule, ensuring timely follow-up to messages and inquiries, setting/confirming/preparing for appointments, and tactfully navigating declined events or engagements.
• Maintains a respectful, warm, and welcoming environment for all interacting with TERENCE CRUTCHER FOUNDATION whether in the office, in virtual interactions, or at events. And when required, approach conflict or the need to say no with fortitude in diffusing a situation or working through difficult issues.
• Operates the front desk reception area, manages incoming phone calls, responds to messages, etc.
• Responsible for coordination and preparation for TERENCE CRUTCHER FOUNDATION Board Meetings, including Board correspondence, scheduling, distribution of meeting agendas and documents/relevant materials, taking notes and preparing meeting minutes. 
• Supports Deputy Director in preparing for and coordinating various processes and operational activities of the programs.
• Proactively follows-up on meeting action items, due dates, and deliverables of Executive Director and Deputy Director to ensure preparedness and successful, timely execution.

Education and Experience

• High School Diploma or equivalent is required. Degree in business administration or related field preferred.
• Minimum 3-5 years of experience and proven track record of supporting executive-level administration.
• Extensive knowledge of office administration, clerical procedures, and record-keeping systems.
• Excellent verbal and written communication skills, including masterful facilitation & interpersonal skills
• Highly organized with strong project management and time management skills – effectively managing timelines, deliverables, and resources as well as proactively mitigating barriers and solving problems.
• Highly proficient in MS Office Suite or similar software with the ability to quickly learn and operate new or updated software.

Skills and Abilities 

• You understand the mission of the foundation and have a deep appreciation of race, class, and gender dynamics through both lived and professional experience. 
• Ability to appropriately understand the intentions and preferences of executives you support and represent, and effectively anticipate issues and navigate actions to proactively manage and facilitate processes and schedules accordingly.
• You have demonstrated strength and competency in building rapport and trusting relationships with a wide variety of people, organizations, and communities.
• You possess the emotional maturity to handle complex power dynamics, to facilitate and coordinate activities among varied stakeholder groups and to keep a level head and be respectful at all times especially in delicate and charged environments. 
• You maintain a positive attitude even in high stress situations and have strength of character, integrity and resolve to move forward.
• You are a highly organized self-starter with the ability to prioritize, manage and operate effectively across a multitude of projects and processes; have the ability to create order out of chaos to maintain progress.
• You have the ability to anticipate and know what needs to be done, no matter how significant or trivial, and you take the initiative to engage and get it done.
• Comfortable and competent dealing with a wide variety of challenges, activities, expectations without a high level of structure or direction.