Hybrid Executive Coordinator (Assisting the CEO, CFO, and CPAO) presso EMSA East Division

Position Summary

This role supports executive leadership through high-level coordination, communication, and project management, ensuring seamless operations across departments and with external stakeholders. The position is based in Tulsa, with regular travel to Oklahoma City, and plays a critical role in governance, contract administration, and organizational planning.  

Minimum Qualifications

• Bachelor’s degree in Business Administration, Communications, or related field.
• Minimum of three (3) years of direct experience supporting C-suite executives.
• Demonstrated experience in contract administration, board governance, and project coordination.
• Exceptional written and verbal communication skills.
• Proficiency in Microsoft Office Suite.
• Understanding of EMS and/or healthcare industry and Public Trust principles is regarded favorably.
• Must be 21 years of age or older and possess a valid driver’s license.

Must be able to successfully pass a background check and drug screen to the satisfaction of the organization.

Essential Functions of the Position

• Managing high-level communications and acting as a liaison and key point of contact between members of the Executive Team and internal/external stakeholders ensuring timely and accurate information flow.
• Exercising discretion and independent judgment in scheduling, correspondence, and problem-solving complex issues.
• Handle confidential and sensitive information with discretion, making decisions on behalf of the Executive Team on matters that have been delegated to the individual.
• Prioritizing and managing various initiatives of the Executive Team, including project oversight as assigned, ensuring alignment with organizational goals.
• Assist with policies, procedures, and business strategies with respect to development, review, revision, and interpretation.
• Prepare reports, presentations, and briefing materials for internal and external use.
• Maintain executive calendars.
• Coordinate and support event planning, and all aspects of executive meetings and other engagements, including but not limited to: internal Senior Leadership Team meetings, Board of Trustee meetings, and strategic planning sessions.
• Board of Trustee’s recording secretary for Board meetings.
• Monitor and track key performance indicators and follow-up on action items stemming from executive meetings.
• Develop and draft correspondence, memo’s, and other first-drafts of documents, for executive review.

Punctuality and regular, predictable, reliable, consistent attendance is essential. Other essential functions include: professionalism, the ability to communicate effectively (verbally and in writing), maintaining confidentiality, exercising sound judgment, being adaptable and flexible, following safety and compliance protocols, being accountable, complying with the Code of Conduct, organizational policies, procedures, practices, and expectations, and performing the core duties of the position either with or without a reasonable accommodation.

Other Functions of the Position

• Assist with special cross-functional projects as assigned by executive leadership.
• Provide support for internal communications and organizational updates.
• Assist with inventory of contracts, life-cycle tracking, renewals, and updates.

Performs other job-related duties, functions, tasks and responsibilities as assigned, which may vary based on evolving organizational needs and priorities. These responsibilities are not considered essential functions of the position and may be modified or reassigned to accommodate individuals with disabilities, in accordance with the Americans with Disabilities Act (ADA) as amended.

Job Knowledge, Skills, and Abilities

• Intuitive, self-starter, maintaining confidentiality and demonstrating professionalism and integrity.
• Executive-level administrative practices, contract management, board governance, organizational operations.
• Advanced writing and editing, time management, event planning, document preparation, stakeholder communication.
• Work independently and proactively, manage multiple priorities, maintain confidentiality, adapt to changing needs, travel between locations.
• High level of discretion, integrity, and professionalism.

Supervisory Responsibilities

• This position does not have supervisory or management responsibilities of other employees.

Physical Demands

• Ability to sit or stand for extended periods, and ambulate unassisted throughout the office facilities.
• Occasional lifting of materials up to 25 lbs. and up to 100 lbs. push/pull of a cart with wheels.
• Frequent use of computer and office equipment and other repeating motions that may include wrists, hands, and fingers.
• Travel between Tulsa and Oklahoma City as needed.
• The position requires frequent attention to detail, meeting deadlines, and adapting to shifting priorities in a fast-paced environment.

Work Environment

• Work regularly performed in a temperature-controlled office setting.
• The noise level is frequently quiet with minimal exposure to more intense volumes.
• This position is required to frequently meet deadlines, work with changing priorities, and assess the accuracy and completeness of work on a regular basis.
• Travel between Tulsa Oklahoma City on a fairly regular basis, including occasional overnight stays.
• The role involves exposure to confidential or sensitive information, requiring a high level of discretion and professionalism.
• Standard work hours are typically during regular business hours, with occasional extended hours (or weekends) based on organizational needs or project timelines.