Executive Assistant, SVP, Member Partnership
Full Time Job
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. They work both independently and as a team to efficiently support executive level staff and all with whom they interact. They play a critical role in ensuring NPR operates efficiently and they provide the highest level of service to 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. They provide detailed scheduling and travel assistance, often on deadline and in pressure situations. They serve as the face of their respective departments with internal and external customers and visitors. The successful candidate will have strong writing and research skills.
NPR’s Member Partnership team is responsible for supporting the overall business and strategic relationship with NPR’s network of 250 local news organizations, content creators and radio stations. The team works with all divisions at NPR to develop and communicate best practices, solutions and strategies for growing audience and revenue for public media.
As a team, we are committed to advancing NPR’s organization-wide equity transformation, and to motivating NPR’s network partners to incorporate equity into their work. We strive to consistently bring a high level of empathy to our work and our interactions with both our internal and network colleagues, and we actively seek feedback and guidance from each other.
• 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 senior-level executive in a proactive, detail-oriented and forward-thinking manner in a fast-paced, deadline-driven environment.
• Assists executive-level staff in the preparation of materials for executive leadership meetings, NPR Board of Directors meetings, NPR Member station visits and meetings.
• Rigorously maintains complex and dynamic daily schedules while balancing executive’s multiple priorities. 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, including help in coordinating the agenda for and potentially moderating weekly department meetings.
• Answers and screens calls for executive level staff as needed. Manages incoming and outgoing mail.
• Maintains files and notebooks for executive-level staff, including taking meeting minutes and notes for executive.
• Serves as the go-to person for all department needs, including catering requests, travel assistance, schedule maintenance, and office/workspace supplies needs.
• Manages special projects as assigned related to meeting preparation, project management, and new initiatives that affect NPR’s Member station network.
• Contributes to managing Salesforce documentation for department head.
• Supports the planning and coordination of CEO participation in Member station events and visits.
• 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 Member Partnership staffers.
• Assists department head in shepherding and coordinating team culture initiatives through training sessions, meetings, staff care packages, and other activities.
• Performs department/division coordination duties that are often highly confidential. Coordinates review of information requiring executives’ signature.
• Provides administrative assistance to other managers and staff as needed.
• Bachelor's degree or equivalent combination of education and experience required.
• 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.
• Commitment to principles and best practices of diversity, equity, inclusion and representation.
• Demonstrated ability to build and maintain respectful and productive professional 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 strategic goals and needs.
• Knowledge of the public radio system, membership organizations, and/or federated systems, and/or a willingness to learn.