Griffin Media Executive Administrator

An Executive Administrator at Griffin Media helps drive the Ideal Team Player culture.

Job Summary: The Executive Administrator serves as a strategic partner to the President and Griffin Media VP Team, with a strong focus on project coordination, operational execution, and cross-functional support. This role is responsible for managing executive-led initiatives, coordinating complex projects, and ensuring priorities move forward efficiently and on schedule. The position requires excellent project management skills, sound judgment, discretion, and the ability to manage multiple initiatives in a fast-paced, deadline-driven environment.

Job Responsibilities:

• Executive & Project Management Support
  • Partner with the President and Media VP Team to plan, coordinate, and execute executive-led projects and initiatives, ensuring timelines, deliverables, and follow-ups are met.
  • Track action items, deadlines, and next steps across leadership projects; proactively follow up to keep work moving forward.
  • Serve as a central point of coordination between the President, Media VPs, and internal stakeholders to support alignment and timely communication.
  • Prepare materials, summaries, and documentation to support meetings, projects, and decision-making.
  • Handle confidential and sensitive information with discretion and professionalism.
• Scheduling, Meetings & Events
  • Manage complex calendars and coordinate meetings, interviews, and conference calls for the President and Media VP Team.
  • Lead logistical planning for company events, offsite meetings, and leadership functions, including timelines, vendors, catering, and technology needs.
  • Ensure meetings and events are well-organized, prepared, and executed smoothly from planning through follow-up.
• Travel & Conference Coordination
  • Manage travel planning and logistics for the President and Media VP Team, including flights, lodging, ground transportation, and itineraries.
  • Coordinate registration and travel arrangements for leadership and staff attending key industry conferences (ex. OAB, ITG, NAB, TVB), excluding the CEO.
  • Serve as the primary organizer for conference-related logistics to ensure a seamless experience for attendees
• ​​​​​​​Communications & Companywide Coordination
  • Draft, manage, and distribute the Weekly Company Communications newsletter/email.
  • Coordinate and send companywide operational communications via MailChimp (ex. building updates, road closures, ticket alerts), excluding HR-related messaging.
  • Act as a professional point of contact for visitors, guests, and external partners as needed.
• Operational & Financial Administration
  • Oversee recurring administrative processes that support executive and sales operations, including expense report preparation and approvals as well as invoice approvals. 
  • General office support including office supply ordering. 
  • Ensure administrative tasks are completed accurately, efficiently, and on time.
• Perform other job-related duties as assigned, including driving an automobile for company business.

​​​​​​​​​​​​​​Job Schedule: This is a full-time position primarily working 40 hours per week. You may also be called upon at times to fill in other hours and days of the week to help cover vacations, illnesses, or special projects/events. This position may be eligible to work remotely on occasion and at the discretion of the supervisor.

Essential Qualities:

• Humble: A habit of sharing successes, putting the team first, and working for the good of the team. A “we” not “me” attitude. The ability to give and receive constructive criticism. Observe and employ the Golden Rule.
• Hungry: Exhibit a strong work ethic, drive, and willingness to take initiative.
• Smart (People Smart): The virtue of being interpersonally smart about the interactions and relationships of those you encounter.
• Positive Attitude: Exhibited by focusing on opportunities not problems, see the glass as half-full not half-empty.
• Sense of Urgency: How we react and respond.

Skills and Requirements:

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Proven experience in an administrative support role or similar position. 
• Broadcast Media experience is recommended.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong attention to detail and accuracy in data entry and record keeping.
• Effective communication skills, both verbal and written, with a professional and courteous demeanor.
• Ability to work independently with minimal supervision and as part of a team.
• Flexibility and adaptability to handle changing priorities and workload.
• Discretion and integrity when handling sensitive and confidential information.
• Must have, or be able to obtain, a valid Oklahoma driver’s license and have a driving record acceptable to the company.
• Ability to perform other job-related duties as assigned.
• Capable of handling the physical and mental requirements including:
  • ability to verbally communicate in English
  • ability to read computer monitor information (words and data)
  • ability to hear detailed spoken word
  • ability to remain sedentary and to travel to work location
  • ability to perform manual dexterity tasks with hands, fingers
  • ability to analyze data, concentrate, reason, and write
  • ability to perform under emotional stress
  • ability to lift 10 pounds unaided

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.