TEMPORARY Position Administrative Assistant

Inasmuch Foundation champions community and civic engagement, education, human services and journalism to improve the quality of life for Oklahomans. 

Basic Information: 

Job Title: Administrative Assistant

Position Type: Part-Time, Temporary (September 2024-May 2025)

Supervisor: Executive Assistant to the Vice President of Programs 

Job Location: Oklahoma City, OK 

The Opportunity: 

Join our team of impact-oriented professionals furthering the philanthropic mission of Inasmuch Foundation to champion community and civic engagement, education, human services, and journalism to improve the quality of life for Oklahomans. Our grantmaking focuses on servicing vulnerable populations and we partner with nonprofits committed to lasting change in Central Oklahoma. We strive daily to connect the community for good through public-private partnerships, and to build meaningful relationships with individuals as well as nonprofits and government agencies. Located in the heart of downtown Oklahoma City, we are committed to honoring our city's rich history while envisioning a better future for all. Our team-oriented culture prioritizes communication, collaboration, and mutual respect so everyone may thrive and flourish professionally. For more information about Inasmuch Foundation, please visit www.inasmuchfoundation.org. 

Position Summary: 

The Administrative Assistant is responsible for providing comprehensive support to the Executive Assistant team, as well as working in collaboration with other members of a small, high functioning, fast-paced team to ensure efficient and smooth operations of the office. This dynamic position requires ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. 

Primary Responsibilities: 

• Provide sophisticated calendar management. Prioritize inquires and request while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. Coordinate visitor parking and maintain conference room calendar. 
• Complete a broad variety of administrative tasks. Collect and prepare information for meetings; prepare correspondence; maintain contact lists; coordinate business and personal travel arrangements; complete expense reports; complete forms for insurance and matching gift plan; and assist with special projects. 
• Assist with all aspects of the Foundation's office operations. Assist with maintenance of reception area and kitchen and accommodate visitors with a high level of service; deposit and distribute mail to team members; handle general phone and email inquiries; monitor and maintain office supplies inventory; maintain office equipment and interface with vendors. 
• Coordinate and provide support for internal and external meetings and events. Compose invitations; prepare agendas; track meeting attendance; plan and provide meeting refreshments and meals; plan room arrangements; and prepare setup and post-meeting cleanup. 
• Serve as a point of contact for community partners and other external contacts. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the organization's style and policies. Invest in building long-lasting relationships both internally and externally. 
• Assist with additional projects as needed. Work with all team members to assist in completion of various projects as necessary. 

Qualifications and Requirements: 

• Proficient with Microsoft Office (including exceptional proficiency with Outlook), strong technology skills and responsive to texts. 
• Exceptional attention to detail with a commitment to quality results. 
• Excellent time management skills and ability to multi-task and prioritize. 
• Strong interpersonal, verbal, and written communication. 
• Ability to complete a high volume of tasks and projects with little to no guidance. 
• Ability to react with appropriate levels of urgency to situations that require quick response or turnaround. 
• Ability to maintain a high level of integrity and discretion in handling confidential information. 
• Ability to switch gears at a moment's notice. 
• Ability to identify conflicts needs and act proactively. 
• Helpful, respectful, approachable and team oriented. 
• Self-starter that takes responsibility and initiative for timely work products. 
• Thrive in a collaborative work environment.
• Receptive to feedback, willing to learn, and embracing continuous improvement. 

Benefits and Nature of Work: 

• In person position requiring a minimum of 15 hours per week. 
• Flexibility in setting weekly schedule with minimum of 4 hour time blocks. 
• Compensation will be commensurate with candidate experience. Hourly page range $15 to $25. 
• Holiday pay, Matching gift plan for charitable contributions, and Employee Assistance Program available. 

How to Apply: 

To apply, please submit a cover letter and resume to caitlin.webb@inasmuchfoundation.org. Inasmuch Foundation is an Equal Opportunity Employer.