Available Positions

Administrative Assistant

Come join our team!

REPORTS TO:
President/CEO
JOB PURPOSE:

The Administrative Assistant/ Board Liaison possesses a high level of administrative/office skills and acts as the primary supportive role to the President/CEO.  The Administrative Assistant and Board Liaison is the project manager for all executive and board of directors functions of Allied Arts, including maintenance of scheduling, organizational tools, records and other documents pertaining to the CEO and the board as well as answering and routing incoming calls for the President/CEO.

DUTIES & RESPONSIBILITIES:

The major responsibilities of this position include, but are not limited to:

Executive Support

Provide all administrative and strategic support to the President and CEO of Allied Arts, including maintenance of schedules and appointments, both internal and external, organization of all files, records, reports, mail and memberships of the CEO, report creation and other analytical projects, and management of CEO’s correspondence.

Board of Directors Liaison

The Board Liaison executes all projects related to board including board relations, board management, board meeting logistics (meeting preparation, room reservation, entertainment, AV, menu) and stewardship.  Board Liaison will oversee all aspects of board membership including, onboarding, welcome letters, board directory, board orientation, tracking board service, board attendance and initiating board appreciation.  Prepare, distribute, and store all materials for meeting of Allied Arts Board of Directors, including agendas, minutes, reports, and other necessary items that require board oversight, as well as select committees and subcommittees of the board. The Board Liaison will be the main point of contact between the board of directors and Allied Arts staff.

Committee Responsibility

The Administrative Assistant will oversee Board Related Committees including Executive Committee, Board Management and Board Engagement and will play a support role in all committees in which the President serves. S/he will organize, track, and prepare for monthly Executive Committee meetings, maintaining all communications and administrative planning.

Administration and Other Duties

The Administrative Assistant must maintain professionalism, organizational standards, and confidentiality as a representative of Allied Arts to all donors, member agencies, grantees and other key stakeholders.  Provide general administrative support as needed in expense reporting, budget oversight, consultation with other team members.  The Administrative Assistant will track employee anniversaries to be acknowledged by President/ CEO.  Must maintain the strictest confidentiality at all times.

Other Functions

Other duties may be assigned by President/CEO.

QUALIFICATIONS:
  • A Bachelor’s Degree from an accredited college or university
  • Exemplary knowledge of technology, Microsoft Office Suite, Outlook, Database Technology, Presentation Software
  • Exceptional communication skills (verbal, written and presentation), proofreading, editing
  • 3-5 years-experience in administrative support with proven success in the ability to manage multiple projects in partnership with a team of employees, volunteers and committees.

S/he has unquestioned integrity; a long-term perspective; a strong sense of accountability; a practical ability to get things done; wisdom and good judgment; a fair and thoughtful approach to management, combined with the flexibility and courage to shift direction and experiment with new initiatives; excellent verbal and written communication skills; a high energy level and sense of humor.

WORKING CONDITIONS:

Working in a professional, team focused environment with other fundraising professionals, employees must regularly be able to detect, perceive, identify, recognize, judge, inspect, estimate, observe, and assess items, information, and objects in an office setting.  Teamwork and communications are critical to our success and employees are regularly required to communicate clearly, in various settings.

Regular business hours are from 8:30 – 5:00 M-F, with occasional off-site events requiring additional time on nights, weekends, and early mornings. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job as required under applicable law.

PHYSICAL REQUIREMENTS:

Employees must occasionally transport and/or move up to 25 pounds.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job as required under applicable law.

DIRECT REPORTS:
  • Volunteers and interns as needed
APPROVED BY:
Signature of the person with the authority to approve the job description
DATE APPROVED:
August 31, 2022
DATE REVIEWED:
September 5, 2022

If you are interested in an internship with Allied Arts, please submit your resume, application, and cover letter to the email listed below. Internships fill up quickly! We do offer year-round internship opportunities, so feel free to make inquiries at any time!

Please submit:

  1. Current copy of your resume
  2. Cover letter explaining why you are applying for this internship
  3. Completed Internship Application

For internships or questions about internships, please contact us:

Courtney Lavender | Events Manager

405.278.8944

jobs@alliedartsokc.com

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