Executive Assistant

Job Summary

The Executive Assistant is a key role supporting OKASBO's mission to enhance school leadership teams; to cooperate with other concerned educators, professionals, and organizations; to help members strive for increased efficiency in the business affairs of their school district; and to promote membership and participation in ASBO International. This position manages membership services, communications, event coordination, professional development support, and administrative functions. The Executive Assistant works closely with the Executive Director, Board of Directors, members, and partners to ensure smooth operations, professional service, and memorable events that reflect OKASBO's mission and vision.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Minimum of 3–5 years of administrative, office management, or executive support experience.
• Proficiency in Microsoft Office Suite; familiarity with AMS and accounting systems preferred.
• Strong organizational, communication, and multitasking skills.
• Ability to work independently, maintain confidentiality, and manage multiple priorities.
• Experience in event planning, marketing, or membership services is highly desirable.
• Personable, responsive, and able to foster relationships with members, presenters, corporate partners, and volunteers.

Essential Responsibilities

Membership & Communications

• Maintain membership database and track renewals.
• Provide responsive customer service to members regarding benefits, registrations, invoices, and payments.
• Answer and route phone calls, emails, and correspondence with professionalism.
• Draft, edit, and distribute communications including newsletters, email campaigns, and social media posts.
• Promote OKASBO membership and maintain accurate membership records.
• Support member engagement efforts.

Administrative Support

• Manage office supplies, equipment, and technology systems (YM, Zoom, Google Calendar).
• Maintain and manage organized filing systems and electronic records.
• Maintain and manage resource library.

Financial Support

• Assist with accounts receivable: invoicing.
• Support accurate financial reporting and reconciliation between Association Management System and accounting system.

Event Planning & Coordination

• Coordinate all aspects of registration for OKASBO events, including conferences, workshops, and trainings.
• Manage onsite registration, walk-ups, exhibitors, and partners; prepare and distribute exhibitor packets.
• Prepare event materials including programs, signage, name badges, and giveaways.
• Support event app preparation and maintenance.
• Attend and support OKASBO's Fall Conference, Spring Conference, School Business Academy, Payroll Boot Camp, and other trainings.
• Assist in developing conference agendas, program content, and presenter coordination.
• Support webinar system (Zoom), conduct preparation sessions with presenters, when needed and host weekly virtual workshops.

Professional Development Support

• Administer record keeping for credential or certification programs.
• Prepare graphics and information for inclusion in member communications.

Partnership & Sponsorship Support

• Maintain partner records and benefits.
• Coordinate communications with exhibitors and partners.
• Support fulfillment of sponsorship benefits and explore new partnership opportunities.

Relationship Building

• Foster open communication and collaboration with the Executive Director, Board of Directors, committees, corporate partners, and volunteers.
• Serve as a resource for members.

Work Environment & Physical Demands

• Operates in a professional office environment with standard equipment (computers, phones, photocopiers, filing cabinets).
• Primarily sedentary role; occasional lifting of files or event materials up to 25–30 pounds.
• Travel required for conferences and trainings across Oklahoma; occasional out-of-state travel is required for ASBO International events.
• Hybrid work model may include office, remote, and onsite event support.

Other Responsibilities

• Perform other duties as directed by the Executive Director and Board of Directors.