NOW HIRING at inasmuch foundation in oklahoma city
Executive Assistant to the Vice President of Programs
Location
On-Site in Oklahoma City
employment status
Full-Time | Exempt
reports to
Vice President of Programs
About Inasmuch Foundation
Inasmuch Foundation is a private foundation dedicated to improving the quality of life for Oklahomans through strategic investments in journalism, education, human services, and community enhancement. Our work strengthens communities, supports effective organizations, and creates lasting impact, primarily in the Oklahoma City area.
We are a small, collaborative team where each person has meaningful responsibility and visible impact. Team members are trusted to contribute ideas, exercise sound judgment, and approach relationships with professionalism, humility, and care.
About the Position
The Executive Assistant to the Vice President of Programs provides high-level executive, administrative, and relationship support. This role helps the Vice President of Programs operate effectively by managing complex calendars, coordinating meetings and materials, supporting thoughtful follow-up, and serving as a warm and professional point of contact for grantees, partners, visitors, and community stakeholders.
This position is well suited for a highly organized, detail-oriented professional who enjoys hospitality, takes initiative, communicates with polish and discretion, and understands that confidentiality is central to executive support.
What You'll Do
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Manage and prioritize the Vice President of Programs’ dynamic calendar, including internal meetings, external appointments, site visits, conferences, and program-related commitments.
Anticipate scheduling needs, resolve conflicts, protect focus time, and ensure the Vice President of Programs is prepared for upcoming priorities.
Coordinate travel arrangements, itineraries, expense reports, and related logistics.
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Coordinate agendas, materials, room or Teams meeting setup, attendance details, invitations, reminders, and follow-up needs.
Draft, proofread, format, and organize correspondence, memos, agendas, summaries, and meeting materials.
Track action items, decisions, deadlines, and follow-up items and maintain organized meeting records.
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Serve as a warm, professional, and prepared point of contact for grantees, partners, community leaders, consultants, and visitors.
Coordinate refreshments, room setup, parking, signage, arrival instructions, and other hospitality details for meetings, site visits, and convenings.
Provide real-time coordination and problem solving so each interaction feels welcoming, respectful, and well organized.
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Serve as a professional liaison for the Vice President of Programs with internal and external stakeholders.
Coordinate outreach, invitations, confirmations, scheduling, and follow-up communications.
Help track relationship touchpoints, milestones, follow-ups, contact records, and distribution lists with care and confidentiality.
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Maintain systems for tracking tasks, correspondence, deadlines, travel, expenses, documents, and follow-up items.
Anticipate needs and proactively prepare materials, agendas, communications, and next steps.
Identify opportunities to improve executive support workflows, scheduling practices, information organization, and communication processes.
Coordinate effectively with the Program Assistant and other Foundation staff where responsibilities intersect. The Executive Assistant role focuses on executive support, while grant-cycle administration, sponsorship administration, matching gifts, and Foundant-related workflows are managed by the Program Assistant.
What You'll Bring
Required qualifications
Bachelor’s degree preferred; an equivalent combination of education and relevant experience will be considered.
3-5 years of executive or administrative support experience, preferably supporting senior leaders in a relationship-focused environment.
Demonstrated experience managing complex calendars, meeting logistics, travel arrangements, executive follow-up, and professional correspondence.
Strong written communication, organization, attention to detail, judgment, discretion, confidentiality, and follow-through.
preferred qualifications
Experience in a foundation, family office, nonprofit, government, professional services firm, law firm, higher education, hospitality, or another mission-driven organization.
Experience supporting multiple stakeholders, committees, Board-adjacent work, visitors, events, or front-of-house operations.
Experience maintaining contact records, relationship follow-up systems, distribution lists, or improving an administrative process.
CRM or contact-management experience.
Tools and Working Style
High proficiency in Microsoft 365, including Outlook, Teams, SharePoint, OneDrive, Word, Excel, PowerPoint, Planner, and Copilot; comfortable learning new systems quickly.
Calm under pressure, responsive, quietly accountable, and able to manage changing priorities while maintaining a polished and professional presence.
A genuine hospitality orientation and confidence interacting with grantees, partners, visitors, consultants, Board or committee members, and community stakeholders.
This is an opportunity to join a mission-driven foundation where the quality of the work matters, relationships matter, and each team member’s contribution supports meaningful impact across Oklahoma.
What Success Looks Like
Ensures the Vice President of Programs is consistently prepared for meetings, commitments, and stakeholder interactions.
Maintains proactive follow-up systems that strengthen relationships with grantees, partners, and community stakeholders.
Builds trusted relationships with colleagues, grantees, partners, and other stakeholders.
Produces accurate, organized, and professional work while following through on commitments.
Anticipates needs, solves problems proactively, and stays calm when priorities shift.
Handles sensitive information with discretion and sound judgment.
Contributes positively to a team culture grounded in service, respect, and shared accountability.
Work Environment, Compensation and Benefits
This is a full-time, exempt position based in Oklahoma City in a collaborative, in-office work environment. Because the Foundation is a small team, employees work across functions and support shared organizational goals with flexibility, professionalism, and care.
Inasmuch Foundation offers competitive compensation and a comprehensive benefits package. Benefits include medical, dental, vision, disability and life insurance; an employer-sponsored retirement plan; paid time off and holidays; parental leave; paid parking; a cell phone stipend; and other employee benefits. Additional details will be discussed during the recruiting process.
How to Apply
Send your resume to careers@inasmuchfoundation.org with the subject line “Executive Assistant to the Vice President of Programs - Your Name.”
The hiring process may include an initial screening, interviews with Foundation staff and leadership, reference checks, final selection, and offer.
Equal Employment Opportunity
Inasmuch Foundation is an equal opportunity employer. We value a diverse team and an inclusive culture and welcome candidates from all backgrounds and experiences.