The Administrative Assistant will support the overall administrative needs and functions of both the Executive Director and Artistic Director. Additionally, this position will serve as the primary contact with, and will provide administrative support for, the Board of Trustees, the Executive Committee and certain other committees. The assistant will organize meetings and travel, prepare minutes and reports, draft correspondence and oversee administrative procedures, with an eye toward efficiency. The position will work to coordinate the Board and committee schedules with the overall organizational calendar; manage the effective and efficient purchasing of office supplies for the organization; and oversee the management of office equipment and leases. The position requires great attention to detail, a positive attitude, excellent communication and organizational skills, and the ability manage multiple projects and tasks simultaneously. Expertise in Microsoft Office Suite (Outlook, Word, PowerPoint and Excel) is essential. Utmost discretion paramount.
Essential Functions and Job Responsibilities
- Organize and schedule appointments and meetings.
- Coordinate with the Chairman’s personal assistant to develop the master calendar of Board and certain committee meetings. Endeavor to create a master meeting calendar as far in advance as possible.
- Attend and prepare minutes for meetings of the Board of Trustees, Executive Committee and Board Governance Committee.
- Prepare and distribute appropriate meeting notices, agendas, minutes and other documents in a timely manner.
- Coordinate and attend bi-weekly senior leadership meetings and monthly all staff meetings, assembling agendas and keeping minutes for each.
- Draft written correspondence and replies, such as memos, letters and emails.
- Maintain contact lists.
- Develop and maintain a filing system.
- Coordinate regular orders for supplies.
- Schedule and book travel arrangements.
- Reconcile and submit expense reports.
- Provide general support to visitors to Oklahoma Contemporary’s administrative offices.
- Field telephone calls, as requested. Reply to email, telephone or face-to-face communications, as appropriate and requested.
- Conduct research and prepare reports, as requested.
- Handle sensitive information in a confidential manner.
- Look for opportunities for improvements to existing or create new administrative procedures to increase efficiency.
- Coordinate repairs and maintenance to office equipment and manage lease agreements for same.
- Maintain a general working knowledge of the organization’s activities.
- Work closely with all colleagues across the internal team.
- Provide occasional assistance outside the normal work schedule to support the mission and activities.
- Other duties as assigned.
Requirements and Experience
- Proven experience in administrative support.
- Administrative skills including proficiency in Microsoft Office, including Outlook, PowerPoint, Word and Excel.
- Technical knowledge of various types of office equipment, such as computers, multi-line phones, copiers, scanners, printers and postage machines.
- Familiarity with databases a plus.
- Excellent verbal and written skills in order to communicate effectively and tactfully with a wide range of institutional stakeholders, vendors and the public.
- Ability to maintain absolute discretion and confidentiality.
- Ability to multi-task and prioritize multiple projects, often with shifting priorities.
- Ability to work independently with modest supervision.
Limitations and Disclaimer
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.
Other Requirements and Working Conditions
- Use of a car required; legally registered and insured for daily use.
- Use of a computer/monitor, telephone and copier daily.
- Willingness to work occasional evenings and weekends when required and agreed upon.
- Team environment with frequent group meeting participation.
- Physical requirements: Lifting/Carrying - heavy work may include routine lifting of a maximum weight of 50 lbs. Combination of sitting, standing, walking and driving on a frequent basis.
Oklahoma Contemporary is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or veteran status.
Applicants must be legal to work in the United States of America.
Submit a cover letter and resume highlighting your education and experience here.
Applications will be reviewed on a rolling basis until the position is filled. Unfortunately, because of the volume of applications we receive, we are not able to give status updates.
About Oklahoma Contemporary
Oklahoma Contemporary is an inclusive center for the arts where people of all ages and backgrounds can experience art, encounter new ideas and ignite their creative potential. Through visual art exhibitions, performances, public programs, community-building initiatives, outdoor installations and special events, Oklahoma Contemporary creates opportunities for everyone to come together in celebration of contemporary culture and artistic expression. With year-round classes and seasonal youth camps across multiple disciplines, the arts center’s education programs encourage youth and adults to express their ideas across a variety of media and learn new skills. Oklahoma Contemporary believes that art is for everyone and places accessibility and education at the center of all programming. Admission to exhibitions is always free. Oklahoma Contemporary is a regional 501(c)3 nonprofit organization founded in 1989 by businessman and philanthropist Christian Keesee and Kirkpatrick Foundation Director Marilyn Myers.
Oklahoma Contemporary strives to demonstrate leadership by modeling excellence and best practices for inclusion, diversity, equity and accessibility. We believe in the power of human creativity and value the opportunities for connection and learning that exist when cultures and communities come together in collaboration and understanding.
We commit to championing policies and practices that value diversity, foster cultural equity and create an accessible and inclusive environment. Oklahoma Contemporary does not discriminate based on race/ethnicity, age, disability, sexual orientation, gender, gender identity, socioeconomic status, geography, citizenship status or religion. We recognize our strengths lie in the broad range of people who contribute their time and talents to our mission and are dedicated to creating a safe, inclusive place for them to explore creativity.