Executive Assistant

Location
Arlington, Virginia
Salary
competitive
Posted
Sep 06, 2019
Metro Area
Washington
Duration
Full Time

Executive Assistant


Team: Digital and Marketing
Status: Full-time/Regular/Non-Exempt
 

The Executive Assistant provides a range of administrative support for the Chief Digital & Marketing Officer, which includes: receiving and handling phones calls; coordinating approvals and signatures on appropriate documents; organizing calendar and travel logistics; and coordinating internal and external meetings, presentations, conferences, and other events. The incumbent is exposed to confidential organizational and staffing information; therefore, he/she practices professionalism and discretion.

 

Essential duties will include, but are not limited to:

  • Coordinate complex calendar activities on behalf of the Chief Digital & Marketing Officer, which includes: maintaining up-to-date meeting schedules and logistics; proactively flagging scheduling conflicts; and ensuring a timely response to meeting requests.
  • Coordinate and maintain updated travel logistics, including transportation arrangements, hotel accommodations, and conference registrations. 
  • Provide administrative assistance in the management and tracking of the Digital & Marketing budget; ensure proper usage of department purchasing cards; and work closely with Accounts Payable and external vendors to ensure timely and accurate processing of Digital & Marketing invoices.
  • Arrange meeting activities with key internal and external stakeholders by reserving conference rooms or hotel sites, procuring catering services and/or audiovisual resources, coordinating schedules, preparing meeting materials, and performing related activities.
  • Assist with the coordination and assembly of internal Digital & Marketing staff meetings; compose regular emails to staff regarding metrics, events, staffing changes, etc.
  • Coordinate weekly Digital & Marketing senior staff meetings by performing scheduling duties, taking meetings notes, and ensuring that action items are communicated to the appropriate staff in a timely manner.
  • Assist the Chief Digital & Marketing Officer and other Digital staff with the execution of staff recognition and engagement programs.
  • Plan logistics for staff retreats and special events.
  • Provide support in planning Digital & Marketing’s presence at major PBS and industry events, e.g. Annual Meeting and Tech Con.
  • Assist the Chief Digital & Marketing Officer in creating and implementing Digital & Marketing strategic goals from an administrative and/or coordination standpoint.
  • Update and maintain the Chief Digital & Marketing Officer’s list of contacts.
  • Provide administrative support to Digital & Marketing corporate area, including:
    • Receiving and screening telephone calls; answering questions; and taking accurate messages and escalating inquiries as appropriate.  
    • Maintaining office materials, supplies, and equipment.
    • Distributing all incoming mail for the division.
    • Preparing charts, slides, and other presentation materials.
    • Receiving, escorting, and/or introducing visitors to the Digital & Marketing staff.
  • Perform other confidential duties as assigned.

Requirements for success:

  • Bachelor’s degree in business, communications, or related field. Executive secretarial training a plus. An equivalent combination of education and experience may be considered.
  • 5 years’ of work experience providing administrative support to senior management, which includes handling personal and confidential information with the highest level of professionalism and discretion.
  • Strong computer skills, especially pertaining to Outlook, Word, PowerPoint, and Excel; strong typing skills. 
  • Meticulous attention to detail.
  • Ability to work independently and proactively.
  • Excellent written, verbal, telephone, and interpersonal skills.
  • Superior organizational skills with the ability to prioritize and complete multiple tasks and projects with overlapping deadlines.
  • Ability to identify multiple problem-solving strategies.  
  • Ability to work productively under pressure.
  • Ability to work with internal and external stakeholders of all levels.
  • Familiarity with planning logistics for travel and conferences.
  • Public television or local station experience a plus.
  • Interest in new media and public broadcasting a plus.

PBS is an Equal Opportunity Employer of Minorities, Women, Protected Veterans, and Individuals with Disabilities

 



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