What are the responsibilities and job description for the Executive Assistant position at PBS?
Position Title
Executive Assistant
Department
Station Services
Corporate Area
Station Services
Status
Regular, Full time NonExempt
Manager Title
SVP, Station Services
Position Overview
The Executive Assistant is a valued member of the Station Services team and a trusted partner to the Senior Vice President, helping advance the team's mission through exceptional coordination, communication, and operational support.
In this role, you'll be at the center of department activities, managing executive schedules and travel, coordinating meetings and events, supporting financial and administrative processes, and helping ensure priorities move forward efficiently. You'll have the opportunity to collaborate with colleagues across the organization, contribute to special projects, and make a meaningful impact on the team's success.
The ideal candidate is resourceful, highly organized, and service-oriented, with strong attention to detail, excellent judgment, and the ability to thrive in a collaborative, fast-moving environment.
Key Responsibilities Will Include, But Are Not Limited To
Executive and Administrative Support
The ideal candidate will bring:
Executive Assistant
Department
Station Services
Corporate Area
Station Services
Status
Regular, Full time NonExempt
Manager Title
SVP, Station Services
Position Overview
The Executive Assistant is a valued member of the Station Services team and a trusted partner to the Senior Vice President, helping advance the team's mission through exceptional coordination, communication, and operational support.
In this role, you'll be at the center of department activities, managing executive schedules and travel, coordinating meetings and events, supporting financial and administrative processes, and helping ensure priorities move forward efficiently. You'll have the opportunity to collaborate with colleagues across the organization, contribute to special projects, and make a meaningful impact on the team's success.
The ideal candidate is resourceful, highly organized, and service-oriented, with strong attention to detail, excellent judgment, and the ability to thrive in a collaborative, fast-moving environment.
Key Responsibilities Will Include, But Are Not Limited To
Executive and Administrative Support
- Manage the Senior Vice President's calendar, balancing shifting priorities, proactively identifying scheduling conflicts, and ensuring timely responses to meeting requests.
- Coordinate all aspects of executive travel, including transportation, lodging, conference registrations, and itineraries.
- Organize and support meetings by coordinating schedules, securing venues, arranging catering and audiovisual services, preparing materials, and managing logistics from planning through execution.
- Coordinate approvals, signatures, and administrative processes to support efficient department operations.
- Assist with department budget administration and spend tracking, helping ensure accurate and timely financial reporting.
- Manage department purchasing card transactions and partner closely with Accounts Payable and external vendors to ensure invoices are processed accurately and efficiently.
- Support the development and maintenance of organized systems and processes that enhance team productivity and operational effectiveness.
- Serve as a key administrative resource for the Station Services team, helping foster communication, collaboration, and engagement across the department.
- Coordinate internal staff meetings, including scheduling, agenda preparation, note-taking, and distribution of action items and follow-up materials.
- Draft and distribute department communications related to events, staffing updates, and other team announcements.
- Maintain office supplies, equipment, and resources to support a productive work environment.
- Create and update presentations, reports, and other materials for leadership and team initiatives.
- Welcome and assist visitors, partners, and guests, ensuring a professional and positive experience.
- Lead logistical planning and coordination for department retreats, team gatherings, and special events.
- Support Station Services participation in PBS Annual Meeting, Advisory Council Meetings, and other industry events.
- Coordinate logistics and provide on-site support for the PBS Insider Experience and Station Supporter events, helping deliver exceptional experiences for station partners and attendees.
- Perform other duties and special projects as assigned.
- Three or more years of administrative, executive support, or related professional experience.
- Experience supporting senior-level leaders in a dynamic, fast-paced environment.
- Bachelor's degree or an equivalent combination of education and relevant experience.
- Executive administrative or secretarial training and/or experience preferred.
- Experience in public media, broadcasting, nonprofit organizations, or local station operations is a plus
The ideal candidate will bring:
- Exceptional organizational and time-management skills, with the ability to effectively prioritize multiple competing responsibilities.
- Strong attention to detail and a commitment to accuracy and follow-through.
- Sound judgment and the ability to handle confidential and sensitive information with professionalism and discretion.
- Excellent written, verbal, and interpersonal communication skills, with a customer-service mindset.
- Strong proficiency with Microsoft Office applications, including Outlook, Word, PowerPoint, and Excel.
- The ability to work independently, anticipate needs, and proactively solve problems.
- Flexibility and adaptability in managing changing priorities and deadlines.
- A collaborative, team-oriented approach and the ability to build positive working relationships across all levels of the organization.
- Experience coordinating travel, meetings, conferences, and events.
- Interest in public media, digital media, and the mission of public broadcasting.