Executive Assistant, Office Of The COO

Job Description

OVERVIEW

Across our organization, we're building a workplace where collaboration is essential, diverse voices are heard, and inclusion is the key to our success.

Love NPR and want to support its vision and mission? Are you a multi-tasker with superb organizational skills, the ability to see around corners, eagerness to help others, and the energy to pull it off?

Executive Assistants at NPR are highly functioning valuable team members responsible for providing executive-level administrative support to various senior level staff members. Work both independently and as a team to efficiently support executive level staff and all with whom they interact. Play a critical role in ensuring the division operates efficiently and provide the highest level of service to its internal and external customers by approaching all tasks with the client in mind and by being respectful, knowledgeable, proactive, efficient, and professional whether in person, via phone or e-mail. Provide detailed scheduling and travel assistance oftentimes on deadline and in pressure situations. Serve as the face of the department with internal and external customers and visitors. Successful candidate will have strong writing and research skills.

We're looking for a highly experienced and skilled individual to support the Office of the COO. The Office of the COO oversees critical operations at NPR and supports the expansion and diversification of new audiences, as well as financial sustainability, in the midst of a dynamic and changing media landscape. The COO organization contains departments such as Digital Media, Information Technology, Content Operations, Member Partnerships, and Research, Archives and Data Strategy.

Essential Duties:
• Serves as Executive Assistant for various executive level staff members:
• EA 1 - 25% of time will be spent in this capacity
• EA 2 - 50% of time will be spent in this capacity
• EA 3 - 75% of time will be spent in this capacity
• Provides a range of complex administrative support services to multiple senior-level executives in a proactive, detail-oriented and forward-thinking manner in a fast-paced, deadline-driven environment.
• Assists various executive-level staff in the preparation of materials for executive leadership meetings, NPR Board of Directors meetings, NPR Member Station Visits.
• Rigorously maintains complex and dynamic daily schedules. Maintains vacation and leave schedule for executives' direct reports and senior managers.
• Makes travel arrangements and manages executives' broad travel needs; assists in the processing of expense reports and petty cash.
• Orchestrates logistics for internal and external events, meetings, conferences and presentations.
• Answers and screens calls for various executive level staff members. Manages incoming and outgoing mail.
• Maintains files and notebooks for various executive-level staff.
• Serves as the go-to person for all department needs, including catering requests, travel assistance and schedule maintenance.
• Manages special projects as assigned.
• Has senior-level interactions of a complex, sensitive and highly confidential nature inside and outside the company. Serves as the internal and external point of contact representing various executives.
• Performs department/division coordination duties that are often highly confidential. Coordinates review of information requiring executives' signature.
• Provides administrative assistance to the CEO's Chief of Staff and other senior level staff as needed.

Qualifications

Required:
• Bachelor's degree or equivalent combination of education and experience required.
• Experience:
• EA 1 - 0-3 years as a high-performing administrative assistant.
• EA 2 - 3-7 years as a high-performing administrative assistant and 1-3 years of executive assistant or similar work experience.
• EA 3 - 7+ years as a high-performing administrative assistant and 3+ years of executive assistant or similar work experience.
• Computer literacy with highly advanced knowledge of Microsoft Office especially Outlook, Word, Excel and PowerPoint.
• EA 1 - Proficient knowledge of Microsoft Office especially Outlook, Word and Excel.
• EA 2 - Advanced knowledge of Microsoft Office especially Outlook, Word, Excel and PowerPoint.
• EA 3 - Superior knowledge of Microsoft Office especially Outlook, Word, Excel and PowerPoint.
• Excellent organizational, verbal, written, and listening skills.
• Strong attention to detail and proofreading ability.
• The ability to juggle and prioritize simultaneous assignments in a fast-paced, deadline-driven environment. Must approach work with a sense of urgency. Must be flexible and proactive.
• Proven ability to anticipate needs and problem solve with minimal direction. Demonstrated ability and instances of taking initiative.
• Exceptional work ethic.
• Demonstrated ability to use good judgment and diplomacy to build and maintain relationships.
• Outstanding communication and interpersonal skills, demonstrating social skills, confidentiality, sensitivity, and professionalism.
• Proactive, detail-oriented approach to work that anticipates the needs of the department and takes steps to address those needs.
• Professional appearance and demeanor with a keen understanding of the meaning of customer service.
• Ability to be plugged into the culture of the organization, understanding its larger goals and its needs.

Preferred:
• C-Suite Support Experience
• Knowledge of broadcast and/or public radio system
• Love of NPR

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Jobcode: Reference SBJ-d24ep6-216-73-216-221-42 in your application.