Administrative Assistant-Executive Support

GOODWILL INDUSTRIES OF TULSA INC•Tulsa, OK

About The Position

The Administrative Assistant provides high-level administrative support to the Executive Team. This position plays a key role in cross-functional coordination, scheduling, communication, and document management.

Requirements

High school diploma or equivalent required; associate’s degree or administrative certification preferred.
Minimum of 3 years of administrative support experience, preferably in an executive or cross-functional support role.
Advanced level proficiency in Microsoft Office suite (Outlook, Word, Excel, PowerPoint) and document management systems.
Quickly learns and adopts new technology, is proficient with cloud tools and reporting.
Confidently manages executive calendars and priorities, keeping leaders on time, on task, and prepared. Anticipates conflicts, triages requests, and diplomatically maintains boundaries to ensure commitments are met.
Proactively identifies needs and brings solutions, with strong planning and follow-through.
Takes ownership, works independently, and delivers high-quality outcomes with minimal direction.
Professional, poised, and discreet; communicates clearly with senior leaders and represents leadership well.
Excellent verbal and written communication skills.
Professional discretion and ability to handle sensitive and confidential information.
Ability to work independently as well as collaboratively with all levels of the organization.
Exceptional attention to detail, problem-solving ability, and organizational skills. Strong interpersonal and communication skills. Ability to handle confidential information with integrity.
Position is considered to be a safety-sensitive position because it includes tasks or duties that Goodwill reasonably believes could affect the safety and health of the employee or others.
Must have a valid Oklahoma Driver's License, with a good driving record.
Must maintain appropriate requirements for legal vehicle operation, including current automobile insurance and license plates.
Must be eligible for a positive outcome on the required State of Oklahoma criminal conviction background check.
Must maintain compliance with Goodwill's Drug and Alcohol Abuse Policy.

Nice To Haves

Experience working in a mission-driven organization is a plus.

Responsibilities

Provide direct administrative support to the Executive Team, ensuring timely and professional assistance with scheduling, correspondence, and logistics.
Manage complex calendars across departments, coordinating meetings, events, and travel for Executive Team members.
Prepare, proofread, and format a wide range of documents, including presentations, reports, board materials, memos, and internal communications.
Act as a liaison between the Executive Team and internal staff, ensuring clear and timely communication.
Support cross-departmental project coordination and documentation needs, including meeting agendas, minutes, and follow-up items.
Prepare and submit expense reports and reimbursements; reconcile receipts and documentation; coordinate with Finance/Accounting to resolve discrepancies.
Maintain confidential records and files in accordance with organizational standards.
Assist with planning and execution of special projects, meetings, or leadership initiatives as assigned.
Support onboarding/offboarding logistics for Executive Team members and direct reports (workspace readiness, access request coordination, equipment, and welcome communications) in partnership with IT and HR.
Perform other duties and special projects as assigned, including coordination support for cross-department initiatives.
Order office supplies and assist with administrative functions that support the smooth operations of the corporate office.