Admin Assistant II

Admin Assistant II

The Administrative Assistant provides centralized administrative, hospitality, and logistical support for the Executive Leadership Team (ELT) and executive offices. This role ensures the 8th floor executive environment is professional, organized, and meeting-ready while supporting daily operations, leadership meetings, and executive events. The position is designed as a shared executive support role, absorbing routine, operational, and interrupt-driven tasks to allow Administrative Assistants to focus on higher-level executive, strategic, and confidential responsibilities.

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.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.