Executive Assistant

Department:
PBS Foundation

Corporate Area:
PBS Foundation

Status:
Regular, Full time NonExempt

Manager Title:
Executive Director, PBS F

Position Overview:

The PBS Foundation (PBSF) provides philanthropic support on behalf of the entire Public Broadcasting Service (PBS) system. In supporting PBS, the PBS Foundation seeks private funds from individuals, foundations, corporations, as well as certain government agencies for priority initiatives and carries out such activities as front-line fundraising and management of the prospect and donor population; researching prospects; writing proposals; convening board meetings; hosting events; and managing and stewarding donor gifts and funder grants.

The Executive Assistant will be a supportive force who empowers senior leadership and supports department operations. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to details. The role requires a professional who is flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Key responsibilities will include, but are not limited to:

• Manage all scheduling for the Executive Director and Vice President.
• Manage travel logistics for the Executive Director and senior team members.
• Work with the Executive Director, Vice President, and PBS Board Affairs to assist in the preparation of board meeting materials.
• Work with the Office of the President and PBS Board Affairs to schedule all related board committee meetings.
• Assist the Executive Director with all board and committee outreach.
• Assist with the scheduling and preparation of materials for all internal and external meetings.
• Process all department mail and deliver scanned correspondence to the appropriate fundraising team.
• Support the development and maintenance of collaborative platforms (i.e., SharePoint and Teams) used by the department to store and share files and other records.
• Record the fundraising activities of the Executive Director using the department’s CRM.
• Assist in the preparation of annual compliance reports for state and federal agencies.
• Schedule and support internal team meetings.
• Assist with all human resources functions which include hiring, onboarding, employee engagement and capacity building.
• Track and submit department invoices and expense reports.
• Assist in the creation and maintenance of operational documentation, ensuring accuracy and accessibility.
• Plan and execute logistical aspects of operations, including inventory management, and facility coordination.
• All other duties as assigned.

Requirements for success:

• At least four or more years in an administrative role reporting directly to upper management.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Proactive and flexible.
• Proficiency with the Microsoft Suite of programs and platforms including Outlook, Word, Excel, PowerPoint, Teams and SharePoint.
• Skilled using office productivity tools and an aptitude for learning new software systems.
• Excellent communication skills, both written and verbal, for effective collaboration and information dissemination.
• Ability to maintain confidentiality of information related to the company and its donors.
• Strong interpersonal skills, with excellent customer service skills.
• Committed to the mission of PBS and public media in general.

PBS is an Equal Opportunity Employer in accordance with the EEOC and the Commonwealth of Virginia.

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