Executive Assistant Position
POSTED: Tue, January 31, 2012
TITLE: Executive Assistant
DEPARTMENT: Administration
STATUS: Exempt
ANNUAL SALARY RANGE: Commensurate with Experience
WORK SCHEDULE: Varies (Generally 8:00 – 5:00 Monday through Friday)
ACCOUNTABILITY: Reports to the CEO/President
DEFINITION: Under general supervision of the President/CEO, is responsible for Personnel Files, HR new hire information, maintaining a centralized filing system, preparation of administrative correspondence and transactions, and provides support to all committees and organizations associated with fund development/raising; will provide some support to the administrative team.
Plans, Directs and implements a comprehensive development program that generates grants applications, foundation support, individual membership, and annual fundraising campaigns.
DUTIES AND RESPONSIBILITIES:
1. Monitors the timely submission of department reports in the development of the monthly Board Report.
2. Responsible for preparing needed materials for the Board Meetings.
3. Responsible for preparing administrative correspondence and maintaining the administrative files.
4. Maintains personnel files for all employees of the agency in an orderly fashion; ensure legal documents and evaluations are current and complete.
5. Responsible for Urban League benefit packet information.
6. Maintain, in a centralized filing system, all administrative information of the agency relative to the submission of reports, proposals, audits, contracts, and other administrative transactions.
7. Assist the President/CEO in the timely preparation of agency reports, proposals, contracts, and other administrative transactions.
8. Record all receipts of income received by the agency.
9. Responsible for organizing, collecting, and recording all proceeds raised from special events and fundraisers.
10. Supervise Front desk staff and serves as a back up to the receptionist.
11. Serve as a support to all committee and organizations whose principal goals are fund raising, i.e., Resource Development Committee, Annual Dinner Committee, Urban League Guild-Ebony Fashion Show, TAUW Campaign, Membership Drive, and other special fund raising events.
12. Responsible for purchasing of agency supplies and materials.
13. Identify research and evaluate potential City, State, Federal and private grant opportunities.
14. Assist with the collection and research documentation of data for use in grant applications.
15. Maintain records of grant submitted and success/failure rate of grant proposals as well as records of funding amounts applied for and amounts received.
16. Maintain good records and data on program outcomes/successes for use in applications.
17. Manage and coordinate MTUL special events and fundraising activities.
18. Maintain lists and databases of potential donors and event sponsors that are updated annually.
19. Coordinate special event planning committees comprised of staff, Board Members, and volunteers as appropriate.
20. Maintain relationships and contact information of potential event vendors including venues, food, entertainment, etc.
21. Responsible for the promotion of and adherence to the MTUL mission, goals, policies, and procedures.
22. Establish and maintain good working relations with MTUL staff, the philanthropy community, local businesses and corporations, and other community agencies.
23. Attends various meetings, workshops, seminars, and events as directed by the President/CEO.
24. Performs other duties as assigned by the CEO/President.
MINIMUM QUALIFICATIONS: Graduation from a recognized college or university with a bachelor’s degree in business, technical writing, social service or related field.
SKILLS: Ability to work with diverse groups of people. Excellent oral and written communication skills. Good computer skills with the ability to utilize Microsoft office programs as wells as other computer programs as assigned. Ability to work with diverse groups and individuals.
Under general supervision of the President/CEO, is responsible for personnel files, new hire information, maintaining a centralized filing system, preparation of administrative correspondence and transactions, and provides support to all committees and organizations associated with fund development; will provide some support to the administrative team. We are an equal opportunity employer.
Applications may be picked up at the Metropolitan Tulsa Urban League, 240 East Apache St, Monday-Friday, between 8am-5pm.
Application deadline: February 20, 2012
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