Executive Coordinator

The Executive Coordinator for Arts Council Oklahoma City (ACOKC) is charged with regulating and performing general administrative functions for the Arts Council office while acting as an assistant to the leadership team. The Executive Coordinator works closely with directors to ensure events are effectively handled with professionalism and in a timely manner.

Responsibilities:
Office Admin
· General office responsibilities include processing mail, maintenance of all office machines, organization of common spaces, and purchasing.
· Schedule and prepare materials/meeting space for board meetings, annual new member orientation, and special committee meetings.
· Assist the Executive Director with facilities management, scheduling with community partners, special staff events, and other related tasks as needed.
· Respond daily to agency info email.
· Support team members as needed for ACOKC projects including setting meetings, catering, preparing materials, managing RSVPs, attending meetings, etc.

Financial
· Execute specific financial tasks as needed including but not limited to preparation and reporting of daily deposits, creating invoices, processing invoices, and communicating with the accounting firm.
· Submit business card receipts for facilities staff, Executive Director, and other directors as needed.
· Collect and organize in-kind agreements and keep in-kind documentation updated.
· Enter weekly check requests, print and process agency checks.
· Assist Executive Director and accounting firm with any requests as needed including gathering documentation for end of year audit.

Development
· Maintain donor database by updating constituents on a regular basis, printing reports, and adding donations.
· Update, organize, and execute several hundred-piece bi-annual mailings to key ACOKC donors.
· Assist with donor stewardship such as ordering supplies, preparing packages, delivering materials, and creating passes/tickets included in donor benefits.
· Research new donor opportunities at the individual, corporate, and foundation levels.
· Update, prepare, and mail acknowledgment and thank you letters to donors.
· Attend and manage the ACOKC table at promotional events.

Event Management
· Serve as staff liaison for the Artisans, ACOKC’s young professionals’ group. Artisans’ tasks include advising the Artisans Steering Committee, scheduling, organizing, and attending monthly Steering Committee meetings, and facilitating and attending all Artisan events.
· Serve as staff liaison to multiple Festival of the Arts committees, which involves communicating with volunteers, scheduling meetings, and managing areas at the event.
· Act as staff liaison to committees and assist with Arts Council events as needed.

Skills
· Excellent writing ability
· Consistently exhibit kindness and empathy
· Knowledge of nonprofits and the arts
· Ability to be flexible and respond quickly to change
· Ability to meet deadlines
· Ability to work independently with minimum supervision
· Ability to work as part of a team
· Strong organizational skills
· Proficient in Microsoft Office and Zoom with the ability to learn new software quickly
· General knowledge of QuickBooks and donor/volunteer management databases

A flexible schedule is required, including evenings and weekends during peak event season. During and leading up to and after events, physical labor will be expected, such as assisting to set up and tear down tents and equipment. Events require the ability to spend long/extended duration standing and the ability to lift 50 lbs. During these times, there will be mandatory overtime. Ability to operate company and/or personal vehicle as necessary. Work from home is available for up to two days per week. The organization operates on a 35-hour work week. A comprehensive benefit package is included at no out-of-pocket cost to employees.

Annual salary $42,000

Email cover letter and resume to info@artscouncilokc.com.