Executive Assistant-AA Buisness Admin, Communications, Org. Leadership

Job Details

Job Location

Sunbeam Family Services - Oklahoma City, OK

Position Type

Full Time

Education Level

Associate's Degree

Description

As the first point of contact for the CEO, Executive Assistant (EA) is the welcoming face and steady hand that helps Sunbeam Family Services thrive. The EA fosters a warm, professional environment that reflects Sunbeam’s commitment to respect and integrity for all—whether greeting a community partner or coordinating with internal teams.

ESSENTIAL FUNCTIONS

Be the CEO’s right hand—providing high-level administrative support with professionalism, discretion, and care.
Manage the details that matter—from calendar coordination and travel planning to preparing reports, correspondence, and presentations.
Serve as a communication hub—liaising between the CEO and internal/external stakeholders to ensure timely, clear, and respectful information flow.
Support our Board of Directors—coordinating meetings, preparing materials, maintaining the Board portal, and assisting members with technical needs.
Keep leadership aligned—tracking priorities, deadlines, and challenges while supporting the Executive Team with meetings, reports, and project updates.
Leverage technology for good—using Microsoft Copilot (AI) to streamline workflows, enhance decision-making, and drive efficiency.
Lead with integrity—handling confidential information with the utmost care and professionalism.
Pitch in where needed—providing backup administrative support across the agency and stepping in for special projects that blend administrative and technical expertise.
Travel occasionally around the metro OKC area for performance of responsibilities.
Perform other appropriate and related responsibilities as assigned by CEO or other member of the Executive Team.

Qualifications

JOB QUALIFICATIONS

	Minimally Required	Preferred
Education	Associate’s degree in Business Administration, Communications, Organizational Leadership, or related field. Equivalent combination of college credit hours and experience may be considered.	Bachelor’s degree in Business Administration, Communications, Organizational Leadership, or related field.
Experience	Two (2) years of administrative or project-based experience supporting senior leadership, which may include internships, academic projects, or volunteer roles. Experience using Microsoft Copilot or similar AI tools to enhance productivity.	Experience working with Boards of Directors, including meeting coordination and documentation preparation. Experience coordinating complex schedules, managing communications, and supporting executive-level functions.
Skills Knowledge Abilities	Warm, welcoming demeanor with a commitment to fostering a respectful and inclusive work environment. Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities under tight deadlines. Excellent written and verbal communication skills with ability to draft professional correspondence and reports. Ability to communicate in a professional manner, demonstrating dignity and respect for internal and external stakeholders. Advanced proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint) with the ability to create polished documents, presentations, and reports. Demonstrated ability to handle confidential and sensitive information with the highest level of professionalism. Ability to anticipate needs, solve problems proactively, and adapt to changing priorities. Excellent calendar management skills and demonstrated experience of scheduling and consistent follow-through Ability to travel locally valid Oklahoma driver’s license and state required vehicle insurance for any vehicle used in performance of job duties	Ability to leverage AI tools to draft communications, summarize meetings, automate tasks, and enhance decision-making. Proficiency with Microsoft Teams, SharePoint, and OneDrive for virtual meetings, file sharing, and team coordination.

WORKING CONDITIONS

Physical Demands

While performing the duties of this job, the employee is required to frequently communicate with staff and others and must be able to exchange accurate information when doing so. Must be able to remain in a stationary position for extended periods and occasionally move about inside the office to access file cabinets, office equipment, attend meetings, etc. Must be able to operate and use a computer. Occasionally must be able to move needed materials weighing up to 20 pounds.

Work Environment

The employee will work in an office environment, may work in close quarters with other staff. The noise level in the work environment varies from moderate to loud; frequent interruptions likely to occur.

Other

The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. These statements are intended to describe the general nature and level of work performed by employees assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel or candidate and may be subject to change at any time. Reasonable accommodations may be made to enable individuals to perform the essential functions.

Sunbeam Family Services is an equal opportunity employer. We are committed to fairness and equity in employment practices for all persons without regard to any characteristic protected by federal, state, or local laws.

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