## Full job description
**Background**
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 that 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.
**Position Summary**
Reporting directly to the Executive Director, the Executive Assistant/Office Manager provides one-on-one support to executive leadership and administrative support to the broader organization 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 must be creative and enjoy working within an environment that is mission-driven, results-driven, and community oriented. The incumbent will exercise good judgment in a variety of 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 Functions**
(Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions)
- Provide comprehensive support services to the Executive Director that ensures outstanding communication and responsiveness while handling sensitive information in a confidential manner.
- 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 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, and 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 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. Good judgment and able to work independently.
- Customer Service minded, 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-Friday 8:30-5:30 with occasional weekend work and hours exceeding 40 in a work week. Work takes place primarily in the museum/office setting. This position involves frequent talking, sitting, standing walking, bending, stooping, and squatting. This position must be able 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, ge_netic information, or any other protected characteristic under applicable law.
Job Type: Full-time
Pay: $41,500.00 - $45,000.00 per year
Schedule:
- Monday to Friday
Application Question(s):
- How would you rate your proficiency with Google Workspace (Docs, Sheets, Slides, Drive)?
- Have you worked with any CRM platforms such as Roller or QuickBooks?
- Do you have experience working in or supporting a nonprofit organization?
- This is a full-time, in-person role that may require occasional weekend hours. Are you able to meet this schedule?
- Do you have experience using Slack or similar team communication tools?
Education:
- Associate (Required)
Experience:
- supporting executive/senior leader in administrative: 2 years (Required)
Ability to Commute:
- Tulsa, OK 74120 (Required)
Ability to Relocate:
- Tulsa, OK 74120: Relocate before starting work (Required)
Work Location: In person
**Background**
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 that 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.
**Position Summary**
Reporting directly to the Executive Director, the Executive Assistant/Office Manager provides one-on-one support to executive leadership and administrative support to the broader organization 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 must be creative and enjoy working within an environment that is mission-driven, results-driven, and community oriented. The incumbent will exercise good judgment in a variety of 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 Functions**
(Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions)
- Provide comprehensive support services to the Executive Director that ensures outstanding communication and responsiveness while handling sensitive information in a confidential manner.
- 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 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, and 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 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. Good judgment and able to work independently.
- Customer Service minded, 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-Friday 8:30-5:30 with occasional weekend work and hours exceeding 40 in a work week. Work takes place primarily in the museum/office setting. This position involves frequent talking, sitting, standing walking, bending, stooping, and squatting. This position must be able 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, ge_netic information, or any other protected characteristic under applicable law.
Job Type: Full-time
Pay: $41,500.00 - $45,000.00 per year
Schedule:
- Monday to Friday
Application Question(s):
- How would you rate your proficiency with Google Workspace (Docs, Sheets, Slides, Drive)?
- Have you worked with any CRM platforms such as Roller or QuickBooks?
- Do you have experience working in or supporting a nonprofit organization?
- This is a full-time, in-person role that may require occasional weekend hours. Are you able to meet this schedule?
- Do you have experience using Slack or similar team communication tools?
Education:
- Associate (Required)
Experience:
- supporting executive/senior leader in administrative: 2 years (Required)
Ability to Commute:
- Tulsa, OK 74120 (Required)
Ability to Relocate:
- Tulsa, OK 74120: Relocate before starting work (Required)
Work Location: In person