Position Title: Administrative Assistant

Reports to: CEO

Work Schedule: Full-time

Approved by: Fuel OKC CEO, June 2026

About Fuel OKC

Fuel OKC's mission is to increase the number of quality schools serving residents of Oklahoma City.

Job Overview

The Administrative Assistant is responsible for providing administrative and organizational support to the CEO and Fuel OKC team. This role helps ensure the smooth day-to-day operation of the organization through effective scheduling, communication, office coordination, meeting management, and logistical support.

The Administrative Assistant will serve as a central organizational support role, helping coordinate internal systems, maintain organizational records, support board and stakeholder communications, and assist with operational projects and special initiatives.

The ideal candidate is highly organized, detail-oriented, proactive, professional, and committed to supporting Fuel OKC's mission of expanding access to quality schools in Oklahoma City.

Overall Job Responsibilities

The Administrative Assistant will be responsible for the following:

Executive & Administrative Support

• Manage and maintain the CEO's calendar, meetings, and scheduling priorities.

• Coordinate travel arrangements, meeting logistics, and event scheduling.

• Prepare and organize materials for meetings, presentations, and board meetings.

• Assist with drafting, proofreading, and formatting organizational documents and communications.

• Support the CEO and leadership team with administrative tasks and special projects.

Office & Organizational Coordination

• Support day-to-day office operations and organizational logistics.

• Maintain office supplies, equipment, and vendor coordination.

• Manage organizational filing systems and document organization.

• Coordinate incoming mail, packages, and administrative correspondence.

• Assist with maintaining organizational calendars and shared systems.

Bookkeeping & Financial Administrative Support

• Support preparation of financial records and documentation for grant reporting, audits, and board reporting.

• Assist with reconciliation of organizational expenses, reimbursements, and credit card documentation.

• Support accounts payable and accounts receivable processes.

• Assist with bookkeeping functions including invoice tracking, expense coding, receipt organization, and financial documentation.

• Help maintain organized digital files, templates, and operational systems.

Board & Stakeholder Support

• Assist with scheduling and logistics for board meetings and committee meetings.

• Prepare board packets and distribute meeting materials.

• Take meeting minutes and maintain organizational records as needed.

• Support communication and coordination with organizational stakeholders and partners.

Project & Event Support

• Assist with planning and coordination of organizational events and convenings.

• Support logistics for meetings, conferences, and community engagement activities.

• Help track project timelines, deliverables, and administrative tasks.

• Provide support for special initiatives and organizational priorities as assigned.

Other Duties as Assigned

• Perform additional duties and initiatives that may arise based on the evolving needs of the organization or the Oklahoma City educational landscape.

Minimum Qualifications

• Strong commitment to Fuel OKC's mission and educational opportunity in Oklahoma City.

• Bachelor's degree preferred; equivalent professional experience may be considered.

• Strong organizational skills and exceptional attention to detail.

• Excellent written and verbal communication skills.

• Ability to manage multiple priorities and deadlines simultaneously.

• Professional demeanor and strong interpersonal skills.

• Ability to maintain confidentiality and exercise sound judgment.

• Strong technology proficiency, including Microsoft Office, Google Workspace, spreadsheets, presentation software, and organizational systems.

• Ability to work independently and collaboratively in a fast-paced environment.

• Experience supporting executives, nonprofit organizations, office operations, or bookkeeping functions preferred.

• Willingness to occasionally attend meetings or events outside of normal business hours.

• Must possess a valid driver's license and maintain appropriate auto insurance.

Salary and Benefits

Salary for this position is competitive and depends on prior experience. In addition, a comprehensive benefits package is included.

Equal Opportunity Employer

To provide equal employment and advancement opportunities to all individuals, employment decisions at Fuel OKC will be based on merit, qualifications, and abilities. Fuel OKC does not discriminate in hiring, promotion, or any other aspect of employment on the basis of race, color, religion, gender, age, national origin, physical or mental disability, marital status, sexual orientation, or any other characteristic protected by law.