Location: Dallas, TX
Contact Name: Theresa James
The Administrative Assistant position provides timely and organized administrative support for the Chief Operating Officer (COO). This position works on a variety of tasks related to the COO’s working life and communication. This position also will work directly with the office of the CEO. Responsibilities are varied and will include screening incoming calls; managing calendars; coordinating travel, meeting and event arrangements; preparing reports; drafting correspondence and mailings; filing and working on special projects. The Administrative Assistant requires strong computer and Internet research skills. S/he will be detail oriented and possess excellent professional verbal and written communication skills. The successful candidate also will have the demeanor to engage with all levels of Management and staff, as well as the Board of Directors and donors. Good judgment is essential to planning, prioritizing and organizing a diversified workload, and discretion and tact regarding confidential matters is absolutely required.
Ultimately, a successful Administrative Assistant should ensure the efficient and smooth day-to-day operation of the office of the Chief Operating Officer.
Assists Chief Operating Officer with scheduling and organizing activities such as meetings, travel, conferences and department activities.
Assists in the preparation of materials for meetings, particularly Board of Directors and various Board Committees.
Prepares materials as assigned, including but not limited to correspondence, formatting, data entry, working on spreadsheets and developing PowerPoint presentations.
Maintains and updates efficient documentation and filing systems for COO and Executive Office. Retrieves information from files when needed.
Organizes and prioritizes information and calls; maintains COO’s contact lists.
Assists with catering and arrangements for a variety of meetings, from small meetings to lunches in the CEO’s office to large internal or external functions for staff and/or guests. Responsible for the set-up and breakdown of catered functions.
May act as a liaison with other departments and outside agencies. Handles confidential and non-routine information.
Works independently and as a team member on special nonrecurring and ongoing projects. May act as a project manager for special projects at the request of the Executive Office Manager, which may include: planning and coordinating presentations, disseminating information, coordinating direct mailings, creating brochures, etc.
Generates general correspondence, memos, charts, tables, graphs, expense reports, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Takes responsibility for accuracy and clarity of final copy.
Provides back-up front lobby receptionist duties.
Perform occasional business-related errands.
Attendance and assistance at occasional company-sponsored events, including weekends and evenings, may be required.
Other duties as assigned.
High School Diploma required; college degree preferred.
2-3 years of proven experience as an executive administrative assistant, senior executive assistant or in other secretarial position.
Proficiency in MS Office (MS Excel and MS PowerPoint, in particular); knowledge of video conference software; staying current with software updates and digital trends.
Motivated, self-starter; willing to learn and adapt to changing/multiple priorities.
Excellent communication skills; high level of verbal and written communication skills.
Personable with a commitment to providing the highest level of “customer service”.
Demonstrates high integrity and poise.
Well organized, accurate and attentive to details.
Capable of multi-tasking.
While performing the duties of this job, the employee is frequently required to sit, walk, use hands to type, handle, or feel; reach with hands and arms; talk; and hear. Specific vision abilities required by this job with the ability to legally drive. The employee is sometimes required to lift and/or move up to 30 pounds. Must have a valid driver’s license, reliable transportation and a clean driving record.
HOW TO APPLY:
Please provide a 1) resume; and 2) cover letter summarizing professional accomplishments and qualifications relative to the position. Please also state how you found out about this position. Submit your information via one of the contact methods below.
Email to: firstname.lastname@example.org
Fax to: 214-740-9323
Mail to: Human Resources, KERA, 3000 Harry Hines Blvd., Dallas, Texas 75201
North Texas Public Broadcasting is an Equal Opportunity Employer