Description

Primary Function
The Senior Manager of Executive Administration serves as a key member of the Leadership Team at the Oklahoma Center for Nonprofits (OKCNP), providing high-level administrative and operational support to the President & CEO and overseeing core functions of the Administration Department. This role manages executive and Board of Directors functions, coordinates special projects, and serves as the primary point of contact for matters related to the President & CEO, requiring sound judgement, professionalism, and discretion. Responsibilities include planning and executing board and board committee meetings, facilitating interdepartmental operations, supporting the operations team while managing supply logistics, and assisting with HR processes and internal policy oversight. They also play a central role in coordinating staff events and organizational meetings, ensuring seamless communication and execution across departments. 

Essential Functions
Executive Support

• Deliver strategic administrative support to the Executive Leadership Team;
• Act as the President & CEO’s gatekeeper to ensure effective and efficient scheduling of their time and resources;
• Manage the President & CEO’s internal and external schedule of appointments, including arrangement and confirmation of travel plans, itineraries, meal reservations, and meeting agendas;
• Obtain, print, and provide the President & CEO with all necessary materials for meetings;
• Manage the President & CEO’s correspondence, draft acknowledgment letters and messages as requested;
• Ensure the President & CEO’s bio remains updated and respond to requests for materials regarding the President & CEO;
• Communicate with confidence on behalf of the President & CEO to stakeholders and the Board of Directors;
• Build and sustain the President & CEO’s files and records;
• Conduct research and create/maintain reports as requested;
• Follow-up on contacts made by the President & CEO and support cultivation of ongoing relationships;
• Provide positive leadership that builds relationships critical to the success of the organization.;
• Manage the President & CEO’s events calendar and ensure that those events are reflected on OKCNP’s Charitable Events calendar on the website;
• Manage OKCNP’s annual master calendar;
• Enter the President & CEO’s information into their respective systems, such as Paycom and other online accounts;
• Provide the President & CEO with necessary materials for internal and external meetings and/or assist in securing materials. 

Board of Directors Liaison

• Act as the point of contact for the Board of Directors and select committees, subcommittees, and task forces of the Board;
• Manage the planning and logistics for Board of Director meetings and retreats, including preparation and distribution of agendas, minutes, reports, and necessary items requiring Board oversight;
• Assist board members with the renewal of their annual forms to ensure their file is updated and accurate;
• Build trust and rapport with board members by maintaining discretion and confidentiality at all times;
• Ensure compliance with bylaws and charters regarding board and board committee matters, including advanced distribution of meeting materials, storage of materials, reporting requirements, board member participation, and individual adherence to the Board Service Letter of Agreement;
• Act as the staff liaison for the Governance Committee of the Board, handling all elements of meeting planning and execution, including agenda creation, meeting logistics, scheduling, preparation, and distribution of meeting materials;
• Support the President & CEO as the staff liaison for the Executive Committee and Board of Directors, handling all elements of meeting planning and execution, including agenda creation, meeting logistics, scheduling, preparation, and distribution of meeting materials;
• Manage the implementation of strategies set forth by the board for governance of the organization, including preparation for board meetings, committee meetings, etc. and provide oversight on the provision of necessary reports to the board to ensure the board effectively governs the organization;
• Ensure adherence to the OKCNP Committee Protocols, Committee Charters, and Policies and Procedures;
• Creation and maintenance of standard operating procedures for the planning and management of meetings. 

Office and Operational Support

• Communicate with the United Way of Central Oklahoma’s and Allied Arts’ fundraising teams while planning and executing OKCNP staff fundraising campaigns;
• Assist the executive and leadership team in drafting and updating policies, procedures, and standard operating procedures for various projects for the organization;
• Act as a project manager for various assignments of the executive and leadership team;
• Act as the Center’s administrative hub through effective and efficient management of all office functions, including maintenance of supplies and other office tools as well as scheduling, preparation of materials, and coordination of staff events and staff meetings;
• Oversee the Center’s volunteer and internship programs in partnership with the Programs, Administration, Resource Development, and External Affairs departments;
• Develop and manage intern and volunteer program including working with leadership team on assisting with candidate’s onboarding;
• Support leadership team in analysis and updates to the organization’s Human Resources policies, procedures, essential goals and priorities, and processes as needed;
• Support leadership team in posting OKCNP’s job descriptions to the Career Center on the website and manage job applicant submissions and correspondence prior to sending complete employment applications to the organization’s Human Resources. 

Valuable Member of the OKCNP Team

• Contributes to the growing, diverse, culture at the Center and works alongside the staff to problem solve, strategize, create goals, monitor progress, and build relationships;
• Acts as an integral part of the overall success of the Center and delivery of the strategic plan;
• Creates a “can-do” attitude around new initiatives and expansion opportunities that take the Center’s programs and resources across the state;
• Ability to work independently, and as part of the team, balancing autonomy and team-integration;
• Work interdepartmentally with communications, marketing, external affairs, and administration;
• Represents the Center’s values in working with clients and colleagues. 

Other Functions

• Other duties may be assigned by the President & CEO;
• Ability to travel regularly throughout the state and outside Oklahoma as needed;
• Provide guidance and expertise to nonprofits through helplines, informal consultation, training and consulting projects, community events, and other channels as needed;
• Maintain professionalism and organizational standards as a representative of OKCNP to all donors, members, and other key stakeholders;
• Recruit and retain volunteers, donors, interns, and other partners as necessary;
• Engage in professional development activities such as training, conferences, research, and coaching;
• Provide general administrative functions such as expense reporting, time utilization, budget oversight, consultation with other team members, and attendance at scheduled meetings;
• Maintain the strictest of confidentiality at all times; 
• In cooperation with executive leadership, the board of directors, and board committees, manage, follow and update policies and procedures pertaining to the operational needs of the Center, including providing reports as necessary to the President & CEO and various committees;
• File and maintain historical documents of the Board of Directors and OKCNP, including but not limited to board forms and bios, the Master BOD
• Spreadsheet, minute books, terms lists, birthdays, and anniversaries;
• Create and send birthday cards for both staff and board members which are signed by the necessary group of individuals which arrive in a timely manner on or before their birthdays;
• Generate reports for staff and the Board of Directors as needed.  

Requirements

Education and Experience

• A Bachelor’s Degree from an accredited college or university preferred. In lieu of a degree, job experience will be accepted with approval from the President & CEO;
• Certified Nonprofit Professional (CNP) preferred;
• Exemplary knowledge of technology: Microsoft Office Suite (Outlook, PowerPoint, Word, Excel, Teams), Adobe Creative Cloud, Asana/Project Management Software, Paycom, Mobile Computing;
• Exceptional communication skills (verbal, written, and presentation);
• Superior relationship management and professionalism. 

Reports to

• President & CEO
• Executive Leadership Team as Needed
• Board of Directors

Supervises

• OKCNP’s Receptionist
• Volunteers and Interns (paid and unpaid)

Location

• Oklahoma City, OK

This position is not eligible to work from home.

Exempt Position

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.