Executive Assistant

Description

Executive Assistant

Regular, Full time, Exempt, Unrepresented

Application instructions for this and all current OPB employment opportunities are available at OPB's careers page.

About OPB

OPB is a leader in public media, serving diverse communities of the Northwest with fact-based, in-depth news and information about politics, the environment, science, arts, history, and cultures; business, education and more. Powered by the generous support of members, OPB seeks out a variety of voices in our communities and lifts up authentic stories of the people, places, events and issues of the region, providing context and a deeper understanding.

OPB's independent journalism and programs are available , on OPB Radio and OPB TV. Follow us on Instagram, You Tube and Facebook.

The Opportunity:

This Executive Assistant role offers significant ownership of projects, opportunities for professional growth and the ability to help shape the position as it evolves. You'll work alongside a dedicated content team committed to advancing a meaningful mission.

As a key backfill hire, this position plays a critical role in supporting our leadership and content teams by managing priorities, coordinating activities, and ensuring important work continues to move forward. OPB values initiative, independent thinking and seeks a proactive professional who can confidently take ownership of this role.

Position Summary:

This position uses independent judgement and initiative to provide expert executive level support to the Chief Content Officer (CCO) and in the content department, where assignments involve work of a complex and non-routine nature. The Executive Assistant regularly handles confidential and/or sensitive information of strategic importance.

Areas of Responsibility:

45% Support and assist CCO's ongoing activities

* Manage complex, daily scheduling needs.

* Research, gather and prepare confidential information of a strategic nature for CCO, including compiling information, drafting reports and creating presentations.

* Facilitate communication for CCO (some confidential in nature) by gathering and preparing information to set agendas, compile meeting notes, draft monthly updates, etc.

* Act as primary liaison with internal and external contacts for the CCO, including responding to email and other communications on their behalf, etc.

* Handle travel arrangements for CCO's work-related meetings, conferences, etc.

* Act as lead in preparation for internal and external meetings and events (handle arrangements for room, catering, presentation equipment, meeting materials, etc.). Attend unit meetings, as needed, to provide staff support.

* Assist CCO with management of services such as subscriptions, training resources and other activities related to professional development for Content staff.

45% Support the Content department

* Track expenses and payables for Content units [News, Talk & Podcasts, Science & Environment, Arts & Culture, Visuals] and ensure timely handling of financial documents related to Content department activities (ensuring that purchase requests, reimbursement forms, etc., are processed correctly and in a timely manner).

* Assist Content supervisors with scheduling, legal and financial processes, including handling of ICQ's, contract approvals, invoices and related workflows.

* Support Content supervisors during recruitments by assisting with travel arrangements for candidates, scheduling meetings for hiring manager, and processing reimbursements for candidates after on-site visits.

* Support workflow for IP rights clearances by assisting with agreement preparation and signature acquisition.

* Coordinate submission and tracking of awards, including assisting Content staff with preparation and submission of entries, and coordinating attendance at award events, if appropriate.

* Coordinate, with CCO and supervisors, to help Content staff arrange travel and lodging for conferences and other professional development activities.

* Organize staff screenings of new content and gatherings for significant moments (award announcements!) for all of OPB and KMHD

* Provide updates, as directed, for OPB and KMHD staff about Content happenings (new episodes, awards, where folks are throughout the state, etc.).

10% Other duties as assigned

* Other duties as assigned, such as ordering and maintaining office and other supplies for the Content department.

Working Conditions:

This position spends the majority of time in the office during OPB's business hours (Monday through Friday) with extensive use of computers and telephone. Occasional evening or weekend work may be required to carry out events and meetings. Some activities may require moving up to 25 pounds. Some travel within the region required to facilitate meetings and events.

Minimum

Position Requirements (Knowledge, Skills, Abilities and Attitudes):

* Five years of administrative experience, including experience supporting executive-level management in a fast-moving environment. Bachelor's…