Executive Operations CoordinatorFamily & Children's Service • Tulsa, Oklahoma, United States
Executive Operations Coordinator
Family & Children's Service
- Tulsa, Oklahoma, United States
- Tulsa, Oklahoma, United States
À propos
POSITION SPECIFIC DUTIES & RESPONSIBILITIES:
Executive Office & Reception Support
* Serve as the primary point of contact for the 8th floor executive offices.
* Maintain a professional, welcoming, and organized executive office environment.
* Greet visitors and coordinate guest arrival for board members, community partners, and executive visitors as needed.
* Act as an initial routing point for administrative or logistical requests directed to the executive offices.
Meeting, Event, and Hospitality Coordination
* Coordinate catering for executive meetings, ELT meetings, leadership retreats, and executive events.
* Place catering orders, confirm delivery details, and assist with setup and breakdown.
* Prepare conference rooms and meeting spaces, including setup, materials placement, and hospitality readiness.
* Provide day-of meeting and event support to ensure smooth execution.
Office Operations & Shared Space Management
* Oversee readiness of shared executive spaces, including conference rooms, reception areas, and break areas.
* Monitor and maintain inventory of office and printer supplies, beverages, snacks, and hospitality items.
* Coordinate housekeeping or Facilities support to maintain executive offices and shared spaces.
* Proactively identify operational issues and coordinate resolution with appropriate teams.
Administrative & Backup Support
* Provide routine administrative and logistical backup support to Executive Assistants during high workload periods or absences.
* Assist with document preparation, copying, and assembling meeting materials as assigned.
* Support leadership retreats and recurring executive meetings in coordination with the CEO's Executive Assistant.
Scope of Responsibility
* This position provides operational and logistical support to the executive offices. The role does not independently:
* Manage executive calendars or inboxes
* Prepare board governance materials
* Draft confidential executive correspondence
* Exercise executive-level judgment or decision-making authority
QUALIFICATIONS
EDUCATION:
* Must be a high school graduate or have HS equivalent
EXPERIENCE:
* Experience in reception, administrative support, office operations, or hospitality-focused roles
* Strong organizational skills and attention to detail
* Professional communication and customer service skills
* Ability to manage multiple tasks and shifting priorities
PERFORMANCE COMPETENCIES:
* Communication
* Decision Making
* Engagement
* Initiative and Accountability
* Interpersonal
* Learning
* Organizational Alignment
* Quality of Work
KNOWLEDGE/SKILLS/ABILITIES:
* Ability to maintain professionalism, discretion, and confidentiality in an executive environment
* Strong interpersonal and collaboration skills
* High reliability, responsiveness, and follow-through
* Ability to work independently while coordinating closely with executive administrative staff
OTHER INFORMATION
SAFETY SENSITIVE JOB CLASSIFICATION:
This job is classified as a "safety-sensitive" position as defined by the Oklahoma Medical Marijuana and Patient Protection Act. Due to the "safety-sensitive" classification, an employee in this position would be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children's Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.
Compétences linguistiques
- English
Avis aux utilisateurs
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