Executive Assistant of Economic Development

Job Details

Job Location Tulsa Regional Chamber - Tulsa, OK Position Type Full Time Education Level None Salary Range $26.44 - $28.85 Hourly Travel Percentage Negligible Job Category Admin - Clerical

Description

This position supports the Senior Vice President (SVP) of Economic Development and the Economic Development team by managing office operations, coordinating meetings and events, providing invoicing support, and ensuring logistical efficiency. Acts as the primary point of contact for Economic Development stakeholders on behalf of the SVP of Economic Development. Oversees the SVP of Economic Development’s schedule, including appointments, travel, meetings, and conference calls. Assists with speaking engagements by preparing draft presentations, talking points, and reports for the Economic Development Department employees. This position will also handle contacts of a sensitive, complex, and confidential nature and will be called upon to interpret and communicate an executive’s intent to both internal and external parties.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Manages and maintains the SVP of Economic Development’s calendar by coordinating meetings, appointments, travel, and events with internal and external stakeholders.
• Acts as the primary point of contact for internal and external stakeholders, ensuring clear, professional, and timely communication on behalf of the SVP of Economic Development.
• Responds to communications in a prompt and service-oriented manner.
• Coordinates all aspects of the SVP of Economic Development’s travel, including booking flights, accommodations, and preparing detailed itineraries.
• Develops slide decks and talking points for the SVP of Economic Development’s speaking engagements.
• Prepares reports as needed for internal and external stakeholders.
• Manages the Economic Development team’s invoices and expenses in alignment with the budget, collaborating with the Finance Department to address issues and ensure timely resolution.
• Assists with Economic Development team meetings and events by coordinating agendas, room rentals, catering, transportation, audio/visual setup, nametags, and overseeing the day-of operations (i.e., staging, room preparation, registration, guest greeting, and post-event clean-up).
• Takes a proactive role in handling the inflow and outflow of correspondence, mail, faxes, and office supplies.
• Maintains and improves filing systems, manages photocopier operations, and coordinates with IT support as needed.
• Performs other duties as required and assigned.

Qualifications

KNOWLDGE, SKILLS, AND ABILITIES:

• Graduation from an accredited institution with a High School Diploma or equivalent is required. Graduation from an accredited college or university with a Bachelor’s degree is preferred.
• Requires a minimum of 5 years of experience in providing administrative support to an executive.
• Must possess strong attention to detail, exceptional organizational skills, and the ability to follow through effectively.
• Demonstrates a proactive approach by anticipating needs and acting without needing direction.
• Technologically proficient with strong skills in Microsoft Office Suite.
• Must be skilled in time management and able to handle multiple tasks while prioritizing effectively.
• Ability to stay calm under pressure while adapting to shifting priorities and responsibilities.
• Must be able to thrive in a fast-paced environment with the ability to think quickly and solve problems effectively.
• Must be skilled in managing multiple projects simultaneously while maintaining attention to detail and prioritizing tasks.
• Must be capable of working independently as well as collaborating effectively within a team.
• Must have strong interpersonal skills with an understanding of group dynamics.
• Excellent written and verbal communication skills.
• Must be able to build and nurture both internal and external relationships while maintaining a high level of professionalism.
• Must be able to handle sensitive and confidential information with discretion and professionalism.

WORK AND PHYSICAL REQUIREMENTS:

• Work environment: Normally a typical office environment, with minimal exposure to excessive noise or adverse environmental issues, with occasional outdoor exposure to heat, cold, and environmental elements.
• Physical demands: Manipulate, handle, feel, and control items or equipment. Able to read, write, and interpret written documents. Occasionally lift and move objects weighing up to 25 pounds.