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Executive Assistant

2 months ago

Saint Paul, United States Twin Cities PBS Careers Full time

POSITION SUMMARY:

The Executive Assistant is a high-visibility, dynamic strategic partner who supports and represents the Chief Content Officer and Chief Advancement Officer internally and externally. They must have strong judgment, practice discretion, and possess significant initiative to manage a broad spectrum of activities and situations. The Executive Assistant will possess exceptional organizational skills, be able to anticipate needs, and thrive in a fast-paced environment. In addition to handling typical administrative tasks, this role will involve strategic problem-solving, leading special projects, and strive to create capacity and efficiencies for the Executives.

Hiring Rate: $32.00 to $35.00 per hour

Hybrid Work Environment: Candidates must live in or be willing to relocate to the Twin Cities Metro area.

 

MAJOR AREAS OF RESPONSIBILITY:

Productivity and Time Management (50% of time)

  •  Anticipate the needs of the CAO and CCO and proactively address issues before they arise.
  •  Coordinate internal and external meetings, travel arrangements, and meeting logistics for the CCO and CAO, and ensure that they are fully briefed for meetings and trips.
  • Assist the CCO and CAO with correspondence and task management; anticipate upcoming tasks and deadlines, and ensure deadlines are met; and assist in prioritizing demands on the CCO and CAO’s time.
  • Organize critical information and make recommendations that allow the Executives to make informed decisions.
  • Manage the CAO and CCO’s schedules, while anticipating time management needs to ensure productivity.
  •  Act as a gatekeeper, screening calls and emails and responding on behalf of executives when necessary.
  • Research, compile, and prepare briefings and materials for meetings and presentations, schedule pre-event briefing, planning, and preparation meetings with others as necessary.

  Departmental and Organizational Support (25% of time)

  • Operate as an extension of the Content and Advancement teams by anticipating needs, solving problems, and assisting with projects.
  • Work collaboratively with team members to coordinate reporting, planning, and communications, as needed.
  • Support the work of the CCO and CAO in managing their departments, including overseeing internal communications, organize project-focused work, and coordinate with external partners.
  • Create and update Content tracking documents, production information, status reports, presentation decks, and other materials.
  • Participate actively in planning and executing meetings, events, and board activity, board committee meetings, and the community advisory council.
  • Support departmental leads, marketing, and other stakeholders to plan and execute events, as needed.
  • Act as the eyes and ears of the departments to ensure issues are quickly raised and help facilitate resolutions in a manner that makes the most strategic, productive, and efficient their time.
  • Provide support and coordination for premieres, screenings, and other events.
  • Coordinate TPT’s content submission process, sorting submissions, and managing communications both internally and externally.
Meeting Support (15% of time)
  • Provide support for effective board, committee, senior leadership, departmental, and external meetings by scheduling, coordinating logistics, facilitating conferencing technology, developing agendas, drafting minutes, and documenting and implementing follow up.
  • Coordinate logistics and agendas for departmental meetings, and off-sites.
  • Work closely and effectively with the senior leadership team, and the Executive Assistant to the CEO, to inform and coordinate upcoming commitments and responsibilities.

Financial and Staff Support (5% of time)

  • Manage expense processing for all expenses, including the management of Concur receipts, and report submissions.
  • Assist in overseeing departmental budgets, forecasting processes.
  • Manage timecards and time off requests for direct reports of the CCO and CAO.

Other Responsibilities (5% of time)

  • Complete other projects as assigned.
  • Develop, refine, and streamline processes to ensure smooth operations and create capacity for the CAO and CCO.
  • Participate and support organization-wide activities, events, and priorities.
  • Provide backup for CEO’s Senior Executive Administrator.

 

  • 5 years of experience supporting organizational executives, with 2+ years in a senior administrator/executive assistant role.
  • High School diploma or equivalent experience. 

 

Preferred Experience

  • 10 years of experience supporting organizational executives.
  • Bachelor’s Degree
  • Experience with CRMs, and Air Table, or other project tracking tools.
  • Experience working in media environment.

 

Knowledge, skills and abilities:

  • Exceptional organizational, problem-solving, and decision-making skills.
  • Exceptional written, verbal, and interpersonal communications skills that instill confidence and trust
  • Proficient in Microsoft Office Suite, Teams, OneDrive and Zoom, and an aptitude to learn new technologies.
  • Ability to handle multiple projects simultaneously with precision and detail.
  • Ability to take ownership of issues/projects and develop action plans
  • Ability to comfortably work with financial reports and perform routine analysis.
  • Experience handling confidential and sensitive information with discretion.
  • Commitment to advancing Inclusion, Diversity, Equity and Accessibility (IDEA) priorities within the organization.
  • Ability to travel periodically to locations in the greater metro area.
  • Ability to work periodically outside of normal business hours in order to accommodate early morning and evening events.
  • Commitment to advancing Inclusion, Diversity, Equity and Accessibility (IDEA) priorities within the organization
  • Previous experience maintaining complex calendars and coordinating meetings/event.
  • Ability to work effectively and efficiently (both virtually and in-person) with minimal supervision.
  • Ability to judge the relative importance of issues and act independently to address them, applying the appropriate level of urgency and drive to achieve results.
  • Ability to keep calm under pressure, prioritize and manage multiple and sometimes competing tasks, and multi-task
  • Tact, poise, professionalism, diplomacy, and a good sense of humor; the ability to work with a team and to interact with people from all walks of life.
  • Commitment to the mission and values of Twin Cities PBS.