Executive Assistant

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.
• Maintain 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.