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 position works with the GKFF investments team. Directly reporting to the GKFF Investment Officer until a Chief Investment Officer is hired.

Administrative Coordinator Role Summary:

• Provide support to GKFF investments team
• Greet visitors in a professional and friendly manner 
• Complete administrative tasks such as managing calendars and scheduling, correspondence, expense reports, and credit card reconciliation,  
• Proofread, format, print and assemble materials as directed
• Coordinate and arrange travel and provide assistance with destination details for the GKFF investments team 
• Assist with onsite meeting preparation and arrangements, including catering, room setup, basic IT support and preparation of materials (including digital and hard copy presentations)
• Coordinate event planning onsite and offsite as needed
• Cleanup of meeting location
• Complete cleanup of the kitchen area 
• Coordinate supply ordering and food ordering with administrative team
• Coordinate and work with other onsite administrative coordinators to ensure meeting room and catering are ready for an on time start to the event or meeting
• Deliver mail to relevant staff members
• Provide support in preparing scheduled reports, coordinating mass communication, editing, formatting, and finalizing materials
• Support project management and lead projects when appropriate and with prior approval 
• Stay current on the use of all software and technology changes implemented for GKFF and specifically those impacting assigned team
• Manage staff IT needs and coordinate support by submitting tickets to technology vendors as needed
• Maintain confidentiality in all written and verbal correspondence
• Post all outgoing mail and packages
• Received and distribute mail and packages 
• Assist with copying and scanning as requested from investment team
• File electronic material according to the established procedures
• General upkeep of office including repair requests
• Other duties as assigned

QUALIFICATIONS AND SPECIFICATIONS

Education and Experience

• A high school diploma or G.E.D. with at least 3 years of experience providing support for executive officers; required
• An associate or bachelor's degree; with at least 3 years of experience providing support for executive officers preferred
• Experience working with an investment or Finance team 

Professional Competencies

• Must be proficient in Excel, Microsoft Outlook, Word, Power Point, Teams and Adobe Pro
• Advanced Excel proficiency is preferred
• High level of experience using Zoom for meetings
• Experience with submitting expense reports
• Experience managing multiple calendars and large contact databases
• Excellent oral and written communication skills
• Adaptable and willing to learn new technology
• Discretion and trustworthiness in handling sensitive or confidential information
• Registered Notary preferred
• Capable of answering multiple phone lines
• Basic knowledge of investment terminology
• Create and execute survey for data collection
• Ability to compile data to present results to investment team

Personal Characteristics

• Proactive and able to anticipate needs and issues
• Accepting of feedback from supervisor to continuously improve efforts
• Able to establish and maintain positive working relationships internally and externally
• Excellent interpersonal and relationship-building skills and sound judgment, with an emphasis on:
• Using appropriate judgment to determine how to engage with peers and partners
• Actively listening to and empathizing with others
• Good attitude, strong character and creative
• Able to multitask while maintaining efficiency, establish priorities and propel objectives with limited supervision
• Excellent work ethic, takes pride in their work, pays close attention to detail, is a self-starter
• Professional demeanor whenever representing the company virtually or in person
• Effective verbal and written communication skills
• Highly organized, able to assist in maintain organization for others
• Proactive and solution-oriented mindset
• Demonstrates initiative and a strong sense of ownership 
• Driven to achieve results and overcome obstacles 

Physical requirements

• Lift up to 25 lbs., for supplies and materials as needed.
• Ability to sit or stand for an extended period of time.
• Ability to work at a computer for extended periods of time.
• Visual acuity

Work hours and location:

• The typical schedule for this position is Monday – Friday from 8:00 a.m. – 5:00 p.m. with one hour for lunch
• Schedule adjustments will be determined by supervisor based on events with prior notice provided
• This is an in-person position located at 7030 S Yale Suite 400 Tulsa, OK 74136 
• Travel throughout the Tulsa area with minimal advanced notice

About our Benefits

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

Details:

• 100% employer-paid medical, dental, and long-term disability for full-time employees only. Option to add vision and dependents.
• 401K employee and employer contributions
• Paid time off to support you while you are out of the office.
• Paid holidays so our employees can spend time with those they care about.
• Employer-paid AD&D life insurance, with employee option to add supplemental life insurance.