Overview
Executive Assistant Operations Jobs in Tulsa Metropolitan Area at Taft Brown Associates
Title: Executive Assistant Operations
Company: Taft Brown Associates
Location: Tulsa Metropolitan Area
Taft Brown Associates has partnered with a growing healthcare organization for an Executive Assistant for Operations (Official title will be: Executive Operations Partner) search. As the Executive Operations Partner you will be in a trusted strategic support role to the Chief Operating Officer and the broader Operations leadership team. You will combine high-level administrative excellence with proactive operational partnership, ensuring the COO can focus on organizational priorities and mission-driven impact. This is great opportunity with a great company.
The right candidate will bring exceptional EQ, sound judgment, strong technological aptitude, and the ability to analyze, interpret, and communicate operational data to support decision-making, while navigating a fast-paced, evolving nonprofit healthcare environment.
JOB DUTIES AND RESPONSIBILITIES:
Executive Support & Operations Coordination
- Serve as the primary partner to the COO, anticipating needs, managing priorities, and ensuring alignment with organizational goals.
- Oversee complex scheduling, calendar management, and meeting coordination for the COO and Operations leadership team.
- Compile, analyze, and format operational data into clear reports and executive-ready materials to support decision-making and strategic discussions.
- Monitor and report on key performance indicators (KPIs), identifying trends, risks, and opportunities to support operational effectiveness.
- Prepare, proof, and organize documents, presentations, and reports with accuracy and confidentiality.
- Coordinate board-level and cross-functional meetings, including agenda planning, materials preparation, and follow-up actions.
- Track key operational initiatives, ensuring milestones, deadlines, and communications stay on course.
Relationship Management & Communication
- Build and maintain strong, trusting partnerships across all departments, representing the COO’s office with professionalism and discretion.
- Serve as a communication bridge, ensuring clarity, alignment, and timely information flow across teams.
- Interact with internal and external stakeholders with empathy, tact, and diplomacy.
- Demonstrate high emotional intelligence in managing sensitive issues, confidential information, and shifting priorities.
Technology & Process Support
- Quickly learn and navigate multiple technology platforms with ease, curiosity, and minimal instruction.
- Leverage reporting tools, spreadsheets, and systems to extract and analyze data, ensuring accuracy, consistency, and usability of information.
- Serve as a reliable resource for understanding digital tools, offering clear, user-friendly guidance and light troubleshooting support.
- Contribute to streamlined processes, templates, and operational efficiencies within the COO’s portfolio through effective use of digital systems.
Project & Initiative Support
- Assist in coordinating special projects, strategic initiatives, and organizational priorities, supporting the COO from planning to execution.
- Support data-driven projects by gathering relevant metrics, tracking outcomes, and providing ongoing reporting to stakeholders.
- Conduct research, compile data, and prepare summaries or recommendations as needed.
- Support organizational events, leadership retreats, and cross-functional planning efforts.
Other Administrative & Operational Duties
- Maintain organized digital and physical files, ensuring accuracy, accessibility, and compliance.
- Manage expense reports, travel coordination, and vendor communications for the COO.
- Perform other duties as assigned to advance operational excellence and executive support.
KNOWLEDGE AND SKILLS:
- Strong emotional intelligence with the ability to build trusted relationships, navigate sensitive situations, and maintain a professional presence.
- Demonstrated success supporting senior leaders a fast-paced, mission-driven environment with shifting priorities.
- Ability to collect, analyze, and interpret data, translating insights into clear, actionable reports, dashboards, and executive-level summaries.
- Quick learner with strong digital agility and the ability to adapt to new technology platforms with ease. High attention to detail with excellent organizational skills and clear, polished written and verbal communication.
- Proven ability to exercise sound judgment, maintain confidentiality, and manage sensitive information discreetly.
- Proactive problem-solver with strong follow-through, anticipating needs and ensuring tasks move forward.
- Reliable, resourceful, and able to manage multiple priorities while staying focused on accuracy and deadlines.
- Collaborative working style with the ability to work effectively across teams and levels of the organization.
- An expectation of core competencies in relation to individuals with co-occurring disorders.
EDUCATION AND EXPERIENCE:
- 5+ years in roles supporting senior leadership, such as Executive Business Partner, Executive Assistant, or Executive Operations, with proven success in dynamic environments.
- Experience in nonprofit, healthcare, or multi-site organizations preferred.
- Requires a High School Diploma or Equivalent.
