Executive Assistant

Position: Executive Assistant

Organization: Dean McGee Eye Institute Foundation

Location: Oklahoma City, OK

Status: Part-Time (20-25 hours per week)

Schedule: Flexible weekday schedule with occasional work after hours for program events.

Compensation: $20-$25 per hour, depending on qualifications and experience.

Position Summary

The Executive Assistant serves as a trusted partner to the Foundation President and plays a key role in advancing the Foundation's mission. This position coordinates executive and board activities, manages administrative operations, supports Foundation programs and events, and assists with donor stewardship efforts. As a member of a small Foundation team, the Executive Assistant will work closely with leadership, board members, donors, and program partners. The ideal candidate is highly organized, professional, and capable of managing multiple priorities with sound judgment and discretion. This part-time position offers meaningful work in a mission-driven organization with a flexible schedule.

Key Responsibilities

Executive Support

Provide general administrative support to the President.

Manage scheduling, meeting coordination, and calendar priorities for the President.

Track action items and ensure timely follow-up on key initiatives.

Serve as a liaison among the President, Board members, Dean McGee Department of Ophthalmology leadership, faculty and staff, donors, and other key stakeholders.

Handle confidential information with discretion and professionalism.

Board and Committee Support

Coordinate meetings of the Board of Directors and committees.

Prepare board packets and meeting materials.

Record and distribute meeting minutes.

Assist with board communications and governance-related documentation.

Maintain board records and confidential files.

Administrative Operations

Maintain organized filing systems for contracts/agreements/donor records.

Maintain contact lists and organizational records.

Process incoming mail.

Prepare deposits and check requests.

Coordinate routine website updates and serve as the Foundation’s point of contact with web development vendors.

Track and order office supplies, letterhead/envelopes, etc.

Coordinate office logistics and special projects as needed.

Program Support

Track deadlines and deliverables related to programs.

Assist with planning, logistics, and promotion of program events.

Maintain organized filing systems related to programs.

Donor Relations

Maintain donor and constituent records and assist with data integrity efforts.

Produce donor letters and pledge reminders as directed.

Assist with donor stewardship, as directed.

Perform other duties as assigned.

Qualifications

Education and Experience

Associate degree, bachelor’s degree, or equivalent combination of relevant experience and demonstrated skills.

Demonstrated experience providing administrative, project coordination, or executive support in a professional environment. Candidates with transferable experience and those returning to the workforce are encouraged to apply.

Experience in a nonprofit, foundation, higher education, healthcare, or philanthropic environment, preferred.

Experience supporting a board of directors, preferred.

Skills

Exceptional organizational and time management skills.

Strong attention to detail and commitment to accuracy.

Strong written and verbal communication skills.

Ability to work independently, anticipate needs, and exercise sound judgment with limited supervision.

Professional presence and interpersonal skills appropriate for interacting with board members, donors, physicians, and researchers.

Proficiency with Microsoft Office 365, including Outlook, Word, and Excel.

Familiarity with donor databases or constituent relationship management (CRM) systems, preferred.

Ability to manage confidential information with discretion.

Preferred Attributes

Strong initiative and problem-solving ability.

Professional demeanor and interpersonal skills.

Ability to manage competing priorities and meet deadlines.

Sound judgment and discretion.

Thrives in a small-office environment where flexibility and collaboration are valued.

Willingness to learn new systems and processes.

Commitment to supporting the Foundation's mission.

Physical Requirements

This position primarily involves office-based work, including prolonged periods of sitting, computer use, and occasional lifting of materials up to 25 pounds.

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