Executive Assistant and Office Coordinator

This is a Full Time Job

#WeAreParamount on a mission to unleash the power of content… you in?

CBS Philadelphia has an immediate opening for a hardworking, dynamic Office Coordinator & Executive Assistant. The ideal candidate thrives in a fast-paced environment and brings a positive, solutions-based approach with a natural “get it done” attitude, while maintaining the utmost professionalism.

In this onsite role, you will coordinate and provide administrative and operational support to senior management across the station. The successful candidate will be highly organized, problem-solving, proactive, and capable of effectively managing competing priorities while responding to issues that may arise under pressure. This position reports directly to the President and General Manager. It plays an important support role in the station. The role helps ensure that administrative workflows, management support, vendor coordination, regulatory reporting, and daily operations run smoothly.

If this sounds like you, bring your talents and join our team!

Responsibilities:

Executive & Leadership Administrative Support:

• Provide direct administrative support to the General Manager and station leadership, including scheduling, expense reports, purchase orders, planning coordination, and related executive support activities.
• Support department leadership teams with scheduling, meeting preparation, conference calls, and administrative coordination.
• Process expense reports as General Manager delegate.
• Schedule appointments and maintain and update appointment calendars.
• Coordinate all station travel bookings and travel arrangements.
• Schedule and coordinate New Hire Orientation meetings.
• Monitor, screen, respond to, and distribute incoming communications.
• Handle information requests and prepare correspondence and related business documentation.
• Maintain strict confidentiality, professionalism, and ethical standards at all times.

Operational & Office Administration Support:
• Serve as Lead Buyer for all administration, breakroom, janitorial, and sales-related purchasing through Oracle Fusion procurement systems.
• Manage the full purchasing lifecycle, including:
-Receiving and evaluating purchase requests
• Onboarding vendors
• Creating Purchase Requisitions
• Processing invoices
• Troubleshooting procurement issues
• Responding to supplier inquiries
• Reconciling invoices and coordinating with vendors and departments to ensure timely accounts payable processing
• Serve as Mailroom Coordinator for station operations.
• Receive and review incoming station mail and determine appropriate routing and action, including:
• Bank deposits/check processing
• HR documentation
• Legal correspondence
• Invoice processing
-Distribution to station personnel
• Handle receptionist and office assistant responsibilities, including answering telephones, directing calls, and relaying messages.
• Order and maintain office and operational supplies.
• Organize, establish, and maintain business and operational files.
• Maintain monthly and quarterly compliance records.
• Perform general administrative support duties including scanning, photocopying, faxing, filing, and document management.
• Other duties as assigned.

FCC, Public File & Regulatory Support:
• Prepare and coordinate Quarterly Public Affairs FCC Reports.
• Coordinate Quarterly GM Checklist reporting to Legal and Corporate departments.
• Maintain station Public File records both onsite and in cloud-based systems.
• Support station compliance documentation and administrative recordkeeping requirements.

Client, Viewer & Community Support:
• Coordinate talent appearances from initial request through event completion.
• Compile and prepare bi-weekly viewer message reports for the General Manager and Vice President of Programming.
• Serve as an administrative liaison supporting external communication workflows and community-facing coordination.

News & Programming Administrative Support:
• Music Licensing & Cue Sheet Coordination
• Serve as liaison with MRI regarding music usage and reporting for on-air programming.
• Maintain copied records of News Producer Cue Sheet submissions to MRI.
• Respond to MRI inquiries regarding:
• Missing cue sheets
• Unknown program source identification
• Local, network, or syndicated program clarification
• Coordinate with News and Programming teams to obtain required information and ensure timely reporting back to MRI.

Preferred Education, Experience, and Certification Requirements:

• Minimum of two years of experience in an administrative role, preferably in a fast-paced media or technology environment.
• Proficient computer skills, including Microsoft Office Suite.
• Exceptional organizational, planning, and multitasking skills.
• Excellent interpersonal, oral, and written communication skills.
• Strong problem-solving, critical thinking, and decision-making abilities.
• Ability to work successfully under pressure while managing multiple priorities and deadlines.
• Ability to work comfortably in a self-directed manner with minimal supervision.
• Must be welcoming, positive, professional, and willing to assist in problem-solving operational and administrative challenges.
• Knowledge of administrative and clerical procedures and practices.
• Strong attention to detail and organizational accuracy.
• Ability to perform basic mathematical functions including addition, subtraction, multiplication, and division using whole numbers, fractions, and decimals.
• Experience reconciling invoices and communicating effectively with vendors and internal departments regarding accounts payable processing.
• Current valid driver’s license.