Description

Not all heroes wear capes—some manage calendars, organize board meetings, and ensure payroll is accurate.

Emergency Infant Services (EIS) is a not-for-profit organization that temporarily assists children five and younger in the Tulsa area whose families are in dire economic straits. EIS provides the most basic needs: formula, clothing, diapers, and other items for children. EIS provides support for over 50,000 infants and toddlers annually. EIS believes in providing families facing financial challenges with immediate help because a child cannot wait.

In this role as Administrative Specialist, you are responsible for providing the Executive Director with administrative support, including scheduling; categorizing, sorting, and filing emails and meeting notes; processing paperwork; and other tasks and projects that will support the Executive Director to work efficiently on leading and advancing EIS’s strategic priorities, campaigns, and programmatic goals, and guiding systems and operational structures. In this position, you will serve as the liaison and provide support to Board Officers, Board of Directors, and Board Committees.

In addition, you will provide accounting support and will manage daily tasks to ensure the timecards are accurate and the payroll is processed correctly. This role will partner with, and work closely with our third-party accountant.

Essential Duties & Responsibilities:

Administrative

• Track the Executive Director’s responsibilities and duties to ensure that their time is effectively prioritized, and goals are achieved as needed
• Ensures items are effectively delegated, reprioritized, or addressed, navigating conflicting demands and time pressure
• Assist in the maintenance of calendars, provide reminders as appropriate, coordinate schedules and meetings, and coordinate the routing and signing of important documents
• Attend select meetings, take notes, capture action items, and ensure follow-through
• Handle select matters expeditiously and proactively, follow through to successful completion
• Assist in creating meeting agendas in advance for the Executive Director’s or appropriate Director’s review
• Provide a bridge for smooth communication between the Executive Director’s office and Board members, partners, staff, and others
• Draft and edit correspondence that is often sensitive and confidential, prepare expense reports
• Help key Executive Director meetings and teams – board and Leadership Team – to be effective

Accounting & HR Support

• Provide HR support, including recruiting and onboarding new team members
• Assist with basic bookkeeping and budget tracking
• Support payroll processing, ensure accurate timecards, and assist with vendor payments
• Partner with the organization’s thirdparty accountant to support financial accuracy

Requirements

What We're Looking For

• High school diploma or equivalent required.
• 3+ years of progressive administrative experience supporting senior or executive leaders
• Strong organizational, project management, and timemanagement skills
• Exceptional attention to detail and followthrough
• Professional, friendly communication skills and emotional intelligence
• Ability to handle sensitive and confidential information with discretion