EXECUTIVE ASSISTANT
Greenwood Rising is seeking applicants for the full-time Executive Assistant position.
ABOUT GREENWOOD RISING
A key project of the 1921 Tulsa Race Massacre Centennial Commission was the creation of a world-class history facility to showcase Tulsa’s Historic Greenwood District. The museum-grade exhibition, “Greenwood Rising,” tells the story of the original Black Wall Street and reconnects this iconic African American enclave. The facility is designed by Local Projects, a New York firm who helped design the 911 Museum and curated by author/historian Hannibal B. Johnson.
The overarching theme for Greenwood Rising, “The Human Spirit,” speaks to the dignity of a people who turned trials, tribulations, and tragedy into a triumph.
ABOUT THE POSITION
Reporting directly to the Executive Director, the Executive Assistant and Office Manager provide one-on-one support to executive leadership. It offers administrative support to the broader organization, helping to support the History Center’s operations and mission. The Executive Assistant/Office Manager serves as the primary point of contact for the Executive Director and also serves as a liaison with the Board of Directors. This position requires creativity and a passion for working in an environment that is mission-driven, results-driven, and community-oriented. The incumbent will exercise good judgment in various situations and maintain a realistic balance among multiple priorities. Working under pressure at times, they handle a wide variety of activities and confidential matters with discretion.
ESSENTIAL DUTIES
(Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions)
Provide comprehensive support services to the Executive Director that ensure outstanding communication and responsiveness, while handling sensitive information confidentially.
Provide sophisticated calendar management; prioritize inquiries and requests, troubleshoot conflicts with little guidance, and make judgments and recommendations to ensure smooth day-to-day engagements.
Support the Executive Director with internal and external communications.
Conduct research and analysis on issues of interest to the Executive Director.
Support and manage a high volume of requests and projects to meet the objectives of the Executive Director.
Prepare and edit correspondence, presentations, reports, and memos.
Complete expense reports and manage correspondence with vendors.
Support the Executive Director in strategic communications, organizational strategy, and all other special projects as assigned.
Organize meetings and events for convenings, retreats, various board meetings, and other logistics.
Serve as liaison to the Board of Directors.
Work closely with the executive team to understand and meet the needs of the physical office environment.
Monitor and order office supplies.
Organize and schedule staff to support daily operations, as well as the maintenance and office cleaning to ensure everything is in good working order.
Answer phones, greet visitors, and provide superior customer service.
Check company mail and send outgoing office mail daily.
Assist as needed in onboarding new employees.
Daily walkthrough to tidy the office and replenish supplies.
Maintain quality filing and communications systems, including contact management, document management, and archiving.
Attend select meetings, take notes, capture action items, and ensure follow-through.
Handle select matters expeditiously and proactively, and follow through to successful completion.
Assist in other administrative tasks as needed.
REQUIRED KNOWLEDGE, SKILLS & ABILITIES
Excellent written and verbal communication skills; highly experienced with electronic communications.
Strong interpersonal skills with the ability to take initiative, multi-task, be a team player, be flexible, adapt to shifting priorities, and prioritize work.
Comfortable working with diverse populations.
Ability to handle confidential matters with the utmost integrity and diplomacy.
Excellent organizational and time management skills while paying close and accurate attention to details.
Proficient in Google Workspace (Docs, Sheets, Slides, Drive) with additional experience using Microsoft Office Suite (Excel, Word, PowerPoint).
Experience using Slack and familiarity with CRM tools such as Roller and QuickBooks.
Engaging and passionate with an understanding of institutional history and programs – must be able to explain the impact of Greenwood Rising.
Self-motivation – results-oriented, sets well-reasoned goals and strives to exceed them, committed to continuous learning and growth—sound judgment and able to work independently.
Customer service-minded, with a strong desire to work with sponsors, donors, and organizations to provide responsive, respectful assistance.
Familiarity with the non-profit sector.
SUPERVISION RECEIVED
The Executive Assistant/Office Manager (EA) will report directly to the Executive Director. Work is performed under general direction, with the Executive Director setting overall objectives and determining resources available. The EA consults with the Executive Director, as necessary to obtain clarification of expected results, reports on progress toward completion of assignments, confirms the interpretation of policies and expectations and seeks guidance in complicated or unclearly defined areas. Work is reviewed periodically for adherence to established production, staffing, and objectives, effective and efficient functioning of operations, and adequacy of professional judgment.
SUPERVISION EXERCISED
No supervisory responsibilities.
EDUCATION AND EXPERIENCE
Bachelor's degree in English, communications, or a related area preferred; Associate’s degree required, but additional experience may supersede educational requirements.
A minimum of 2 years of experience in a similar high-level assistant position or similar role.
WORK ENVIRONMENT AND PHYSICAL DEMANDS
This position is a full-time, exempt position with typical hours of Monday through Friday, 8:30 AM - 5:30 PM, and occasional weekend work and hours exceeding 40 in a workweek. Work primarily takes place in the museum or office setting. This position involves frequent talking, sitting, standing walking, bending, stooping, and squatting. This position requires the ability to read and speak clearly and understandably in English.
AFFIRMATIVE ACTION / EEO STATEMENT
It is the policy of Greenwood Rising to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law.
Please note that this job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities required of the employee for this job. Duties, obligations, and activities may change at any time with or without notice.