Job Description:

Overview

The Senior Executive Assistant & Board Liaison is accountable for the coordination of activities and communications to and from the offices of the CEO, Chief Financial & Administrative Officer and the Administration Department. This position handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment. The Senior Executive Assistant & Board Liaison will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities and organize and maintain administrative processes. Responsible for coordinating and preparing Board of Directors presentations and packets. Facilitates cross-functional coordination among programs and departments.

Salary Range: $65,000-$70,000 annually

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KEY JOB RESPONSIBILITIES  

I. Support President & CEO and Chief Financial and Administrative Officer

  1. Provide administrative support of a highly complex and responsible nature. Work independently to manage a wide variety of administrative tasks in a timely manner – email, telephone and other communications, make copies, review outside mail, draft correspondence and maintain executive files as needed    
  2. Manage schedules and communications for the CEO and Chief Financial and Administrative Officer; coordinate meetings and events and arrange appointments etc. 
  3. Actively engage with internal and external stakeholders. Exercising considerable judgement and handle confidential information in a professional and discreet manner
  4. Manage CEO’s donor and VIP communications; track contacts, update information and generate reports utilizing the station’s CRM database
  5. Prepare and coordinate executive meetings - agendas, facilities, supplies and provisions, attendee research, etc.
  6. Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events and proactively communicate with the executives in order to ensure they are prepared and have time to execute their duties in advance
  7. Manage travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, destination information, Cascade Public Media marketing materials and other necessary preparations 
  8. Track, prepare and submit expense reports
  9. Coordinate and/or implement special projects as assigned

II. Support Administrative Team

  1. Develop and maintain an organizational planning calendar that outlines key dates and activities for the smooth and progressive implementation of strategic and operational initiatives. Track major objectives, events and deadlines and send timely reminders to appropriate staff
  2. Provide support for internal management and staff meetings as needed, including but not limited to scheduling, preparation of agendas, notification and distribution of materials to attendees and overseeing the room reservation and set up logistics
  3. Assist other leaders in the department with various administrative tasks as requested

III. Support Leadership Team, CPM Board of Directors and Board Committees

  1. Provide support for Board meetings and all Board committees as needed, including but not limited to distribution of meeting materials, securing meeting space, providing food and beverages and ensuring phone and web access for attendees. Maintain Board and Board Committee attendance records. Manage contacts and relationships with Board Members, including arranging board member travel arrangements, expense reimbursements, board meeting logistics and acting as a first point of contact for Board Member queries
  2. Assist Corporate Secretary in preparation for Board and Board Committee meetings. Work with Corporate Secretary to ensure website information related to leadership and meeting schedule is current and accurate
  3. Follow up on action items and issues from meetings and committees as needed
  4. Oversee and manage Board budgets

IV. General

  1. Other duties, responsibilities and activities may change or be assigned at any time with or without notice

V. Required Skills/Abilities

  1. Strong interpersonal skills appropriately tailored to different and diverse recipients and stakeholder communities. 
  2. Excellent communication skills including speaking, listening, writing, electronic and interpersonal skills appropriately tailored to different recipients
  3. Highly detailed-oriented
  4. Exceptional organizational skills; ability to handle multiple projects at once
  5. Ability to interact with staff and Board in a fast placed environment, under pressure, remaining flexible, proactive, resourceful and efficient with a high level of professionalism and confidentiality
  6. Demonstrated ability to handle confidential information and maintain confidential records 
  7. Proven ability to work independently and collaboratively to accomplish goals and objectives within deadlines
  8. Ability to support and anticipate needs of fast-paced, strategic executive leadership and operations

EDUCATION AND EXPERIENCE

  1. Bachelor’s degree or equivalent experience preferred
  2. Five plus years’ experience supporting C-level Executives required 
  3. Highly proficient in MS Office and comfortable with technology generally
  4. Extensive experience in administrative preparation of board materials and presentations
  5. Familiarity with Salesforce preferred 
  6. Ability to defuse emotional situations in a calm and professional manner
  7. Knowledge of applicable legal requirements for public media and non-profits preferred

PHYSICAL REQUIREMENTS

  1. Ability to work some evenings, weekends, holidays as needed
  2. Ability to sit, type on a keyboard and view data on a computer screen for long periods of time

Cascade Public Media is committed to building a team that represents a diversity of thought, experience and personal background

Organization: 
Job Location: 
Seattle, WA
United States
Job Category: 
Administrative
Deadline: 
Job Type: 
Full time
Send Application Materials To: 

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Minimum Salary: 
$65,000
Maximum Salary: 
$70,000
Job Field: