Job Description

The Executive Operations Assistant serves as the direct administrative and strategic partner to the Executive Director (ED) of Tulsa Legacy Charter School (TLCS). This role ensures the Executive Director’s time, communication, and priorities are aligned to TLCS’s mission and the goals outlined in the 2025–2029 ONE Legacy Strategic Plan.

In addition to providing high-level administrative and project support, the Executive Operations Assistant plays an active role in TLCS’s community and family engagement work. This includes helping to build relationships with Tulsa partners, coordinating community events, and supporting families during the enrollment and recruitment process.

This position requires exceptional organization, discretion, communication skills, and a proactive approach to anticipating needs. The ideal candidate is highly detail-oriented, service-minded, and thrives in a fast-paced, mission-driven environment.

Key Responsibilities

1. Executive Support & Strategic Alignment (40%)

• Serve as the primary point of coordination for the Executive Director, managing the calendar correspondence and daily priorities to ensure alignment with strategic goals. 

• Anticipate the Executive Director’s needs by preparing materials, agendas, and follow-ups for meetings and events.

• Track and manage key action items and deliverables across leadership, board, and district projects, ensuring timely completion.

• Draft, edit, and proofread executive communications, reports, and presentations.

• Coordinate logistics for leadership team meetings, retreats, and special events led by the Executive Director.

• Serve as an extension of the Executive Director’s presence at internal and external meetings, community events, and partner engagements when appropriate.

• Represent the Executive Director with professionalism in communications and interactions with staff, board members, families, and external partners.

2. Board & Governance Support (20%)

• Support the Executive Director in planning and executing board and committee meetings.

• Prepare board packets, maintain records and documentation in BoardOnTrack, and track follow-up actions.

• Ensure all board communications, minutes, and materials are accurate and compliant with Open Records requirements.

• Assist in preparing quarterly Strategic Plan progress updates and board reports for the Executive Director.

• Coordinate scheduling, logistics, and communications with board members and committee chairs as directed by the Executive Director.

3. Community, Family, and Enrollment Engagement (25%)

• Support the Executive Director in strengthening TLCS’s relationship with families, community partners, and local organizations. 

• Help plan and coordinate TLCS’s participation in community events such as Family Fest, Legacy Day, and partnership gatherings.

• Represent TLCS at select community events and maintain a consistent, positive public presence.

• Assist families in navigating the enrollment process during peak enrollment seasons, including completing applications and gathering required documentation.

• Coordinate follow-up communications with prospective families through calls, emails, or ParentSquare.

• Build relationships with local churches, childcare centers, and community organizations to increase awareness and enrollment interest in TLCS.

Create and edit digital and printed materials using Canva to promote TLCS events, updates, and community stories.

4. Project & Operations Coordination (10%)

• Support the Executive Director with project tracking and progress monitoring tied to the ONE Legacy Strategic Plan

• Maintain accurate files, calendars, and systems for the Executive Office.

• Coordinate reimbursements, purchasing, and budget tracking for the Executive Office.

• Assist with scheduling and coordination for hiring and candidate engagement led by the Executive Director.

5. Confidentiality & Professionalism

• Maintain the highest level of confidentiality in handling sensitive and personnel-related information.

• Represent the Executive Director and TLCS with professionalism, warmth, and integrity at all times.

Key Responsibilities

Required

• 3-5 years of professional experience providing high-level administrative or operational support. 

• Excellent organizational, time management, and written communication skills

• Proficiency with Google Workspace, Microsoft Excel, and Canva.

• Ability to manage multiple priorities independently and efficiently.

• Strong attention to detail, follow-through, and proactive problem-solving.

• Comfort working in a fast-paced, evolving environment.

• Commitment to TLCS’s mission, vision, and CREATE values (Commitment, Rigor, Excellence, Achievement, Teamwork, Empathy).

Preferred 

• Bachelor’s degree in business, communications, education, or a related field

• Experience supporting senior leadership in education, nonprofit, or mission-driven settings.

• Familiarity with Tulsa communities and family engagement practices.

• Bilingual (Spanish/English) preferred.

Compensation & Benefits

Full-time, 12-month position reporting directly to the Executive Director.

Competitive salary, commensurate with experience.

Comprehensive health, dental, and vision insurance.

Paid time off and holidays.

403(b) retirement plan.

Professional development opportunities in operations, leadership, and communications.

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