Administrative Assistant to COO

Administrative Assistant to COO

The primary responsibility of the Administrative Specialist is to ensure that the COO’s time is maximized. The Administrative Specialist will be immersed in every aspect of the organization’s day-to-day functioning and spearhead special projects on behalf of the COO.

End date
Opportunity type
Administration (e.g., Finance, IT, HR)
Job responsibilities

High-Level Administrative Support

Collaborate with the COO to plan, coordinate, and review materials related to the day-day administration of the organization.

Maintain a variety of corporate records and files for the COO.

Work collaboratively with the COO to develop presentations for meetings.

Prepare correspondence, memoranda, reports, and coordinate donor thank you letters.

Act as a personal assistant to the COO, including but not limited to managing incoming calls and emails and assisting in managing calendars and travel arrangements.

Assist in various HR-related duties.

Facilitate the approvals process to ensure appropriate signatures are obtained, including expense reports, coordinate company purchasing card and other accounts payables.

Coordinate the production of reports required by Feeding America.

Hospitality/Meeting Coordination:

Serve as the staff liaison for all internal and external meetings and third-party events.

Invoice outside groups as needed and receive payments.

Manage the scheduling and use of all FBEO meeting spaces.

As needed, support important events by tracking RSVPs and ensuring the COO has a list of VIP attendees.

Assist with providing oversight of supplies and hospitality-related items in the Board Room and other meeting rooms.

Secure staff meeting dates and holiday schedules from Chief Human Resource Officer; add to facility calendars as needed.

Coordinate staff meeting agendas.

Application qualifications

Bachelor’s degree preferred with 7-10 years of experience supporting Executive Leadership.

Expert level is written and verbal communication skills, strong decision-making ability, and a high level of attention to detail and follow-through.

Excellent Customer Skills

Ability to maintain confidentiality in all aspects of the job.

Proficient in Microsoft Office products, especially Word, Excel, PowerPoint, and Outlook.

Be a Public Notary in Oklahoma or be able to obtain one within the first six months of employment.

Must be proactive, adaptable, and flexible.

Ability to work both independently as well as in a team.

Ability to quickly build expertise in new areas and projects.

Must be friendly and courteous, have a positive attitude and diplomatic demeanor, represent the Food Bank and executive leadership professionally, and forge positive relationships with key stakeholders.

Required Personal Characteristics:

A desire to fulfill the Food Bank’s mission and uphold its core values.

Integrity, enthusiasm, perspective, flexibility, and a strong work ethic.

A desire to be a part of an innovative, entrepreneurial organization with the ability to prioritize, move quickly, and maintain strong follow-through in a dynamic environment.

The intellectual depth, maturity, wisdom, and collaborative skills to garner the trust and confidence of volunteer and volunteer leaders, staff, and other constituents.

Effective interpersonal skills with a demonstrated ability to work well with people at all levels and a solid commitment to teamwork.

Additional Requirements:

Must be able to perform the essential duties and responsibilities with or without reasonable accommodation.

Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry 50 lbs. repetitively, perceive depth, sit for extended periods, use a computer, work with others, work alone, work long or irregular hours and travel by car, van, bus, and airplane.

Successful candidate is required to pass a drug screen and background check.

About the organization

We are on a mission to end hunger in our state by expanding our services and doubling the amount of food distributed. We are working every day with our community, local farmers, and partners to get families the food they need.

Together, we can end hunger in Oklahoma.

Additional information

Pay Range:

$47,000 - $62,000, based upon education and experience.