American Public Media
  • SCPR, Administration & Operations - 18IC
  • Pasadena, CA, USA
  • Hourly
  • Full Time

Benefits Eligible


Position Summary:

The Executive Assistant (EA) is responsible for the day-to-day function of the Office of the President for Southern California Public Radio (SCPR). The EA facilitates communications and exchange of information between the Office of the President, Board of Directors, Senior Leadership team, and staff. The EA reports to the President & CEO and assumes a high level of administrative duties in the absence of the President & CEO. The EA has full charge of logistics and coordination for Board meetings, receptions and events. The EA is responsible for the coordination of various Board related functions including; Board governance oversight; maintenance of the corporate documents, Board policies and governance committees. The EA assists in the maintenance of the donor portfolio assigned to the President & CEO. Confidentiality and organization is paramount in this role.

Application deadline: open until filled

Position Responsibilities:

Executive Administration

  • Performs a full realm of administrative duties for the President & CEO including; document preparation, power point presentation preparation, filing, printing, photocopying, reconciliation and calculations, transcribing dictation, and receiving and placing calls as necessary on behalf of the President & CEO. Opens and/or distributes Executive office mail. Brings attention to urgent or immediate response required issues.
  • Drafts correspondence and staff communications for the President & CEO when requested. Reviews, proofreads and approves correspondence sent out under the President's signature.
  • Manages the President & CEO schedule, including arranging travel logistics, hotel reservations, offsite and onsite meetings and appointments. Prepares travel requisitions and expense reports, including preparation, reconciliation and provision of supporting documents for President & CEO travel expenses. Serves as approval proxy for expenses in the absence of the President & CEO.
  • Pulls information and reports as necessary to assist in the maintenance of the President & CEO portfolio. Advises Development Team of required updates and changes as necessary regarding the President & CEO portfolio.
  • Provide high level communication with major donors, foundations and other organizations and businesses.
  • Performs other duties as assigned and requested by President & CEO in order to ensure a smooth workflow within the Executive Office.
  • Work closely with executive management team and subsidiary leadership to communicate instructions and messages, and to facilitate initiatives and projects from the CEO.

SCPR Board of Directors (BOD)

  • As Board of Directors Liaison, overseas and coordinates Board governance responsibilities. Through direction of the President & CEO and COO, reviews, updates and maintains the Board Manual, Board By-laws, Board Meeting manuals, Board Orientation documents, Board contact information, Board bios, etc. Ensures accuracy of BOD email distribution lists with Development.
  • Initiates and produces correspondence with the President & CEO signature to the Board of Directors and other member representatives regarding meetings, resolutions, etc. Prepares Power Point presentations as necessary for Board meetings, events and conferences.
  • Plans, arranges, and coordinates the agenda and logistics for meetings, receptions, and special events for the President & CEO and/or Board of Directors. Acts as logistical coordinator in the planning of:
  • BOD Meetings & Teleconferences including all Committee meetings.
  • Drafts meeting minutes for BOD and Committee meetings.
  • Assists the leadership team in the management of information such as the prospect grid and monitors the need for upcoming elections or reelections. Assists in the development of new BOD information and facilitates the onboarding process.
  • Drafts quarterly Board Report based on information provided from SCPR's leadership team. On behalf of President & CEO, sends Board Report to BOD.

Organizational Relationships

  • Internally All levels of management and personnel
  • Externally Board of Directors, Donors and third parties.
  • Other duties as assigned.

Required Education and Experience:

  • Bachelor's degree or higher preferred. A minimum of an Associate's degree or equivalent work experience.
  • 7+ years administrative support experience or equivalent, of which 2+ years support at top executive level.

Required Skills, Knowledge and Abilities:

  • Must be able to work extended hours and be available to travel as needed. This is a vital function.
  • Must have high level of interpersonal skills to handle sensitive and confidential situations.
  • Must continually demonstrate poise, professionalism, tact and diplomacy.
  • Must be able to interact and communicate professionally with individuals at all levels of the organization, the Board of Directors, Senior Leadership Team, Staff, donors and external partners.
  • Must be able to multitask, establish priorities and meet deadlines.
  • Must be able to coordinate and plan events and projects as needed.

Preferred Skills and Experience:

  • Knowledgeable in use of Outlook calendar to manage projects, etc.
  • Has strong computer skills including PowerPoint, Excel, Word, Google Docs, LinkedIn, Mailchimp, etc. as well mobile apps.
  • Passionate about SCPR's mission.
  • Must be a Servant Leader.
  • Anticipates and develops recommendations to help support the President & CEO.
  • Enjoys organizing, planning and implementing and following up.
  • Poised, collected and cool under pressure.
  • Good discernment, wise and able to be the gatekeeper to the Office of the President & CEO
  • Trustworthy and keeps confidential information confidential
  • Works with a sense of purpose and urgency
  • "Can do" attitude and comes up with solutions
  • Excellent communicator, both verbal and written
  • Event and Project management experience preferred

Physical Demands and Working Conditions:

  • Must be able to perform the essential duties of the position with or without reasonable accommodation.
  • Ability to manage some work outside of standard office hours as needed.
  • Physical Demands: 
    • Required to move about in an office environment and sit for extended periods of time
    • Required to move about in the community
    • Frequent use of hands for data entry/keystrokes and simple grasping
  • Working Conditions: 
    • Moderate noise level

 

Diversity creates a healthier atmosphere: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law. 

We are committed to hiring a breadth of diverse professionals and encourage members of diverse groups to apply.

 

 

American Public Media
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