What are the responsibilities and job description for the Executive Assistant position at PBS39?
Description
JOB SUMMARY
Executive Support
Skills
JOB SUMMARY
- The Executive Assistant supports the President & CEO and helps keep a fast-moving, mission-driven organization running smoothly.
- This role blends high-level administrative support, board governance coordination, and executive workflow management.
- The ideal candidate anticipates needs, builds strong organizational systems, and enjoys using modern tools to make work easier, clearer, and more efficient.
Executive Support
- Manage the CEO’s calendar with sound judgment, prioritization, and proactive conflict resolution.
- Prepare meeting briefs, talking points, background research, and follow-up trackers ahead of key engagement meetings.
- Draft, edit, and format correspondence, reports, and presentations with a high level of professionalism.
- Coordinate travel arrangements, itineraries, reimbursements, and expense reports.
- Maintain organized systems for documents, notes, priorities, and key information using SharePoint and OneDrive.
- Coordinate all Board and committee meetings, including scheduling, agendas, logistics, and materials.
- Set up required Zoom calls for committee meetings on a set schedule.
- Prepare and distribute board packets and pre-read materials ahead of meetings.
- Record, draft, and finalize accurate minutes for Board and committee meetings.
- Maintain governance documents, bylaws, policies, and all official board records.
- Serve as a point of contact for Board members regarding scheduling, updates, and information requests.
- Manage follow-up on key commitments and deadlines across departments and external partners.
- Draft clear, professional email communication and internal updates on behalf of the CEO.
- Maintain up-to-date contact lists and stakeholder information (board, donors, partners, civic leaders).
- Support CEO communications for speaking engagements, events, and community appearances.
- Manage office logistics including file management, printing, scanning, visitor coordination, and supplies.
- Support preparation and logistics for internal meetings and staff gatherings.
- Assist with special projects assigned by the CEO or leadership team.
- Use Microsoft Office, cloud collaboration tools, scheduling platforms, and emerging productivity technologies to streamline workflows.
- Develop simple, repeatable systems (templates, checklists, trackers) to improve accuracy and efficiency.
- Recommend and implement improvements to digital organization, information flow, and administrative processes.
- Proactively identify opportunities to reduce redundancy, automate routine tasks, and enhance clarity.
- Executive Support
- Support both day-to-day and larger strategic initiatives in support of the CEO and leadership team.
- Board Administration
- Provide support and coordination to board members and committee leaders as requested.
- Communication/Coordination
- Assist CEO in delivering clear and concise communication in a variety of forms and to a variety of stakeholders.
- Administrative Operations
- Effectively run the C-Suite offices ensuring an efficient and effective process.
Skills
- Excellent writing, editing, and proofreading skills.
- Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
- Strong judgment, professionalism, and the ability to handle sensitive information confidentially.
- Skilled in creating clean, clear documentation, agendas, minutes, and presentations.
- Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, ChatGPT).
- High proficiency with digital workflow tools, with a mindset for finding smarter, faster ways to organize information and support executive operations.
- At least five (5) years in an executive assistant, senior administrative, or operations support role; C-suite or board support preferred.
- Experience in nonprofit, public media, education, or civic organization is a plus.
- Prior work with a Board of Directors or governance structure strongly preferred.
- Proactive and anticipatory — sees what needs to be done before being asked.
- Calm, steady, and solution-minded in a fast-paced environment.
- Enjoy building systems that make work easier and more efficient for others.
- Tech-forward mindset — embraces digital tools and new productivity methods without being prompted.
- Thrives on supporting leaders and making operations run smoothly behind the scenes.
- High level of personal integrity, reliability, and commitment to organizational mission.
- May be asked to work longer hours and occasional weekends with short notice.
- As you will/may be driving a company vehicle or your own vehicle for company business, a valid driver’s license and a good driving record as determined by a driver’s license background check is required for this position.
- All team members must successfully pass a background check (7 years), FBI fingerprint clearance and PA child clearance.
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