Executive Coordinator – GKFF® VIT Team
Description

Background

George Kaiser Family Foundation (GKFF®) is a charitable organization dedicated to providing an equal opportunity for young children in Tulsa through investments in early childhood education, community health, social services, and civic enhancement.


The Executive Coordinator – GKFF® VIT Team will perform a variety of administrative tasks and act proactively to and often without guidance to support the Vibrant and Inclusive Tulsa (VIT) team at the George Kaiser Family Foundation (GKFF®) as well as the Chief Operating Officer of the Tulsa Community Foundation (TCF). 



Administrative Assistance:

  • Provides high-level administrative support to senior staff on the Vibrant and Inclusive Tulsa (VIT) team including administrative tasks such managing calendars and scheduling, correspondence, travel arrangements, special events, expense reports and credit card reconciliation.
  • Assists with onsite meeting preparation and arrangements including catering, room setup, basic IT support and preparation of materials  
  • Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff
  • Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff
  • Key liaison for all inquiries, from for profit businesses, and nonprofit partners to VITA management
  • Performs additional duties as assigned by executives
  • Lead meeting preparations and follow-ups, including agenda development, participant communication, and distribution of post-meeting materials.



Communications:

  • Create various written materials (e.g., concept papers, white papers, memos, PowerPoint presentations, LinkedIn posts) based on ideas from your manager and independent research
  • Enhance internal communications and collaboration, using systems and software to simplify access to resources
  • Assist communications staff, vendors, or consultants, contributing to the strategy for external communications on economic development initiatives.



Operations:

  • Manages and maintains employee cell phone plan 
  • Routinely updates website in compliance with GKFF® vision, and mission
  • Manages staff IT needs and coordinate support from technicians. Demonstrate ability to assist with smart phone, laptop, and desktop computer troubleshooting
  • Manages accounts with various vendors and place orders for catering, office supplies and other products, as needed
  • Keeps common areas stocked with needed supplies 



Team-wide Responsibilities:

  •  Actively participate in GKFF team activities for learning and development, including DEI trainings and weekly staff meetings
  • Engage in professional development and gain exposure to various aspects of GKFF
  • Collaborate with team members in support of collective projects
Requirements

Education and Work Experience:

  • Associate or bachelor’s degree preferred. Will consider candidates with 4 years of job-related experience in lieu of degree.
  • Prior experience working with executive leadership required.



Hours and Location:

  • This role is primarily Monday – Friday from 8:00 a.m. – 5:00 p.m.
  • Flexibility required for after hours or evening events.



About our Benefits

As part of our overall compensation package, we offer work/life flexibility, paid time off, and generous retirement contributions designed to support you and your family.

Details:

  • 401K employee and employer contributions.
  • Paid time off to support you while you are out of the office.