Administrative Assistant, Hearing First

The Oberkotter Foundation – Hearing First seeks a highly organized professional and self-starter to fill the role of Administrative Assistant. This individual provides direct support to the Sr. Director, Hearing First and coordinates a wide variety of work essential to the operations of Hearing First. The position responsibilities accommodate either a fully in-office or hybrid work model that ensures fulfillment of all office management duties for Hearing First’s Oklahoma City facilities.

The ideal candidate has a love of organizational administration and would feel a strong commitment to Oberkotter Foundation and Hearing First’s mission and work. The Foundation was created by Paul and Louise Oberkotter in 1985 with the focus of funding causes related to deafness. Its current mission is helping families ensure their children who are deaf or hard of hearing have opportunities to reach their full potential through listening and spoken language. The Oberkotter Family’s legacy permeates the lives of families across the country through leadership, grant making, and Hearing First®, its growing educational endeavor reaching expectant parents, families of children with hearing loss, and the professionals who serve them nationwide.

The Administrative Assistant must be an excellent communicator, exercise great attention to detail with superb follow-up, and maintain professionalism, discretion, and confidentiality. Once oriented to the position, the Administrative Assistant is expected to operate proactively, anticipate individual and organizational needs, pivot rapidly among projects, and work collaboratively with little need for intense supervision. 

Oberkotter Foundation employees work remotely from communities across the United States, and gather in person quarterly or more frequently, conditions permitting. The position requires a standard Monday – Friday schedule with flexibility for in-town meetings and travel.

The Administrative Assistant has the following duties and responsibilities:

Support Sr. Director, Hearing First

• Manage the Sr. Director, Hearing First’s active calendar
• Manage and prioritize incoming team requests
• Participate in special projects as assigned
• Collaborate and coordinate with the Executive Assistant to the CEO of Oberkotter Foundation on behalf of the Sr. Director, Hearing First

Support Hearing First Team

• Coordinate with and provide support to the Hearing First team, consultants, and partners
• Manage travel arrangements and expense reports
• Manage team calendar, tracking overlap of major events/deadlines and team members’ PTO
• Provide ongoing oversight of Hearing First contacts and lists
• Assist with RFP, contract review, agreement, CEU, and MOU processes as assigned

Manage Meetings & Records

• Assist in planning, preparation, and onsite support for meetings, presentations, and events, including regular meetings of the Hearing First team
• Schedule and maintain all Microsoft Team channels and meetings across Hearing First
• Capture detailed meeting minutes and produce high level summaries, timelines, and next steps

Manage Facilities

• Manage incoming and outgoing mail, shipping, and receiving  
• Maintain common spaces for appearance and functionality  
• Manage and order supplies and maintain storage areas  
• Keep office equipment maintained and in working order 

Manage Equipment Inventory 

• Track purchase order requests as submitted
• Maintain inventory of all Hearing First team technology and equipment
• Provide support for IT and interface with IT consultant(s) to help monitor staff needs, assist staff with problem-solving
• Assist IT consultant(s) as needed, including monitoring digital analytics (e.g., file storage capacity) and making recommendations to meet future software and hardware needs

The ideal candidate will bring the following:

• Proven capabilities and experience
• High level of professionalism, ensuring discretion and confidentiality
• Strong verbal and written communication skills
• Ability to juggle and prioritize multiple projects and tasks with attention to detail
• Finds solutions that meet anticipated needs
• Energetic, positive, able to work independently and with teams
• Discipline and self-management skills for a highly effective virtual workplace
• Understanding of diversity, equity, inclusion, and justice
• Proficient in learning and using contemporary office and communications technologies, such as SharePoint and Google Drive
• Adaptability and willingness to grow with the position