Administrative Assistant Jobs

POSITION SUMMARY
The Administrative Assistant will provide high-level administrative support to the Executive Director and other senior staff. Responsibilities include, but are not limited to, scheduling; reviewing, prioritizing, and responding to emails; answering and returning phone calls; organizing documents; maintaining records; taking notes at meetings, and any other administrative tasks that help the executive team perform their jobs. This role will also help support the continuity of Modus’ business model by cross-training to support the coordination of Modus Drive’s operations. To do this role properly you should have a detailed understanding of the full Microsoft Office suite, be highly efficient at solving problems and have experience as an office manager or administrative assistant in the past. The Administrative Assistant will demonstrate the highest levels of customer service and acceptance for all clients, visitors, and staff to assure that the behavior modeled as a Modus leader is congruent with the agency’s mission and values.
ROLE AND RESPONSIBILITIES
Administrative Support
• Processing payments and recording invoices
• Record keeping related to customer agencies, donor relations, and Board of Directors
• Managing the executive’s calendar and Admin’s Calendar, including making appointments and prioritizing the most sensitive matters
• Performing minor accounting duties 
• Helping prepare for meetings
• Acting as the first point of contact among executives, employees, clients, and other external partners
• Managing information flow in a timely and accurate manner
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes
Data Management & Record Retention
• Maintain accurate customer records
• Enter and maintain data necessary to document the activities of the staff and provision of program services
• Maintaining comprehensive and accurate records 
• Answering phone calls in a polite and professional manner
• Filing and retrieving corporate records, documents, and reports
• Accurately recording minutes from meetings
Office Management
• Procurement of office supplies and maintenance of equipment
• Opening, sorting and distributing incoming mail, emails, and other correspondence
• Provides administrative support to ensure efficient operation of office
• Oversee and support all administrative duties in the office and ensure that office is operating smoothly
Miscellaneous
• Assist with any other projects, in areas related but not limited to operations, marketing and outreach, recruitment, ModusEd, office management, etc.
QUALIFICATIONS AND EDUCATION REQUIREMENTS
• High School Diploma (Bachelor’s Degree preferred)
• Must pass a background check
• Proven experience working as an administrative assistant or office manager is required
• Proven experience working in the nonprofit field is preferred
PREFERRED SKILLS
• Excellent written and verbal communication skills
• Time-management skills
• Outstanding customer service
• Ability to pay attention to detail
• Organization skills
• Ability to multitask
• Basic understanding of frequently used computer software and programs, such as Microsoft Office
• Interpersonal skills
OTHER DETAILS
• Salary: $35,000-$40,000
• Benefits: Health Benefits (Medical, Vision, Dental), Cell Phone reimbursement, PTO, 401k
• Location: Tulsa, OK
• Status: Full-time, exempt