plaza district administrative assistant

The Plaza District Association is seeking an Administrative Assistant. This is a part-time 1099 contract position, approximately 21 hours per week at $18/hr. 

This is a hybrid role, with most work being done at the Plaza District Office in Oklahoma City. Prior administrative experience preferred. If you're organized, dependable, and care about the Plaza, we'd love to hear from you.

• Scheduling

  • Proactively review Director’s calendar to clear any conflicts

  • Schedule meetings as requested

  • Send reminders to meeting attendees

• Documentation

  • Process routine invoices and receipts

  • File and organize physical documents

  • Organize and maintain shared cloud-based drives

  • Update spreadsheets and handle other miscellaneous data entry

  • Routine database maintenance

  • Maintaining lists and contact information

  • Registration management

• Communication

  • Take meeting notes

  • Handle vendor email updates and coordination

  • Handle volunteer email updates and coordination

  • Calendar announcements

  • Standardize business communications by creating templated documents

  • Proofread social posts, newsletter, and promotional materials created by the Marketing Coordinator

  • Assist with quarterly relationship touch-point emails and meetings

• Coordinate with/support Finance Committee

  • Provide notes for grant applications

  • Send sponsor invoices

  • Collect sponsor logos

  • Track benefits

  • Maintain sponsor spreadsheets

  • Send fulfillment reminders

  • Collect advertising materials as needed

  • Update sponsor information on Plaza website in conjunction with the Marketing Coordinator

  • Tracking whether individual benefits have been completed

  • Handle receipt organization

  • Handle invoice processing

  • Reconciliation support

  • Categorize expenses