Executive Assistant

Executive Assistant

Position Highlights: The Executive Assistant provides specialized administrative, operational, and project support to the Chief Executive Officer (CEO) and Executive Leadership Team. This position manages executive operations, coordinates strategic initiatives, facilitates executive communications, and ensures the efficient operation of the Office of the CEO. The Executive Assistant also serves as the primary administrative liaison to AZPM's Community Advisory Board (CAB), supporting board governance, communications, and community engagement activities. Additionally, the position maintains records and coordinates selected regulatory and licensing processes that support AZPM's broadcast operations in collaboration with responsible university and external partners. This highly visible position requires exceptional judgment, discretion, initiative, and organizational skills, with the ability to manage multiple priorities under moderate guidance while maintaining the highest level of professionalism and confidentiality.

Duties & Responsibilities: Executive Leadership Support: Provide executive-level administrative support to the CEO and Executive Leadership Team. Manage complex executive calendars, scheduling meetings, travel, speaking engagements, and special events while balancing competing priorities. Coordinate travel authorizations, itineraries, expense reimbursements, purchasing requests, and related administrative transactions. Prepare executive correspondence, presentations, briefing materials, reports, agendas, and meeting documentation. Draft and edit correspondence on behalf of executive leadership, including communications with donors, community leaders, university officials, and public media partners. Track executive priorities, action items, and strategic initiatives to ensure timely follow-up and completion. Support executive recruitment activities, including interview scheduling and candidate logistics. Executive Office Operations: Coordinate Executive Leadership Team meetings, retreats, and strategic planning sessions. Prepare agendas, record meeting minutes, distribute action items, and monitor progress. Maintain confidential executive files, records, and correspondence. Coordinate executive visits involving donors, elected officials, University leadership, community partners, and media organizations. Assist in planning organizational events, donor receptions, ceremonies, and executive functions. Maintain administrative systems and office procedures that support executive operations and recommend process efficiencies. Community Advisory Board Administration: Serve as the administrative liaison to AZPM's Community Advisory Board by: Coordinating board and committee meetings, including scheduling, logistics, agendas, meeting materials, minutes, and follow-up. Supporting the CEO and CAB Chair in developing work plans and meeting agendas. Maintaining board records, bylaws, membership rosters, attendance records, and committee assignments. Coordinating board member recruitment, onboarding, orientation, and recognition activities. Managing communications between board members and AZPM leadership. Supporting strategic planning, volunteer engagement, and community outreach initiatives. Maintaining required board documentation and coordinate administrative processes in accordance with applicable FCC, Arizona Board of Regents, University of Arizona, and organizational requirements; clarify requirements with responsible offices when needed. Communications and Administrative Services: Draft, edit, and proofread executive, donor, member, foundation, and organizational communications. Respond to executive office inquiries and maintain executive contact databases. Coordinate document routing, approvals, signatures, and confidential records management. Coordinate special projects and organizational initiatives assigned by executive leadership and provide status reporting. Provide work guidance and mentorship to assigned student workers or administrative support staff; coordinate administrative coverage as needed at the direction of leadership. Regulatory and Corporate Administration: Maintain FCC-required public inspection files for all broadcast properties and respond to related public inquiries within established procedures. Coordinate FCC licensing documentation, ownership reports, and regulatory filings in collaboration with the Arizona Board of Regents and university officials. Maintain intellectual property and agreement records, including invention disclosures, original content licensing, retransmission agreements, content distribution contracts, and related documentation; track deadlines and route materials for review and approval.

Knowledge, Skills, and Abilities: Exceptional organizational and time-management skills. Ability to anticipate executive needs and work proactively with minimal supervision. Excellent writing, editing, and proofreading abilities. Strong project management and coordination skills. Ability to manage multiple priorities in a dynamic environment. Outstanding interpersonal skills with the ability to build productive relationships across diverse constituencies. Demonstrated discretion, diplomacy, professionalism, and sound judgment. Ability to work independently while collaborating effectively across departments. Excellent written, verbal, and interpersonal communication skills. Proficiency with Microsoft Office, PowerPoint and/or Keynote, Google Workspace, and virtual collaboration platforms. Strong organizational, project management, and problem-solving skills. Ability to exercise sound judgment and maintain strict confidentiality. Knowledge of board governance practices. Familiarity with public media programs, FCC regulations, licensing, or regulatory compliance.

Minimum Qualifications: Bachelor's degree or equivalent advanced learning attained through professional level experience required. Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.

Preferred Qualifications: Experience in higher education, nonprofit organizations, public media, or broadcasting. Experience supporting executive leadership teams. Experience coordinating community engagement and donor relations activities. Demonstrated experience managing complex executive calendars, travel, and confidential communications. Experience supporting governing boards, advisory boards, or executive committees.