Qualified candidates please apply online at: https://home.eease.adp.com/recruit/?id=4193811
Division: Administration
Department: Administration
Reports to: VP of Administration & CFO
Status: Regular, Full-Time, Exempt

Scope of Position
The Senior Executive Assistant position reports to the VP of Administration & CFO who is responsible for the Accounting, Facilities, HR, IT, Legal Affairs and Production Business. The Senior Executive Assistant supervises Reception.
 

KEY JOB RESPONSIBILITIES

I. Support VP of Administration & CFO
1. Provide administrative support of a highly complex and responsible nature to the VP of Administration & CFO
2. Work independently in answering telephone calls and routine correspondence
3. Interface with internal/external contacts requiring considerable discretion and initiative
4. Research background material and collect data for projects , reports, speeches and correspondence
5. Carry out assignments relating to civic, professional, or community activities involving finance and administration and social functions of the VP of Administration & CFO
6. Coordinate schedules for meetings and events, arrange appointments, arrange travel, schedule visitors, and keep VP of Administration & CFO’s calendar
7. Exercise judgment to reflect the VP of Administration & CFO’s style and station policy
8. Prepare and track the VP of Administration & CFO’s office annual budget
9. Prepare agendas, notices, minutes, resolutions and other materials for Finance & Audit and HR Board Committee meetings
10. Create and maintain database and complex spreadsheet files
11. Coordinate and implement special projects as assigned
12. Maintain confidentiality of all corporate, personnel, and research matters
II. Manage Reception
1. Recruit, schedule, and supervise Reception personnel
2. Develop and implement best practices for interactions with the public and guests
III. Collaborate
1. Coordinate Division updates to the station calendar. Track major objectives, events and deadlines and send timely reminders to appropriate staff
2. Plan Administrative Division meetings, events, and follow up
3. Provide back-up support the Senior Executive Assistant to the President & CEO as needed
 
 

COMPETENCIES AND BEHAVIORS

Communication Skills:
Presents ideas effectively in formal and informal situations. Conveys thoughts clearly and concisely. Listens actively and attentively; asks good questions. Communicates well in writing. Keeps supervisor and co-workers informed. Shares complete and accurate information with others. Messages have the desired effect.
Initiative/Action Orientation:
Displays a high energy level. Enjoys working hard. Self-starter; doesn’t wait to be told to take action. Looks for opportunities to do extra work in order to help a project move along. Willingly puts in extra time and effort in crisis situations. Displays an obvious sense of urgency. Does more than what is normally required. Volunteers readily.
Judgment and Problem Solving:
Spends his/her time and the time of others on that which is genuinely important. Able to distinguish between the truly important and the merely urgent. Respects customers’ and colleagues’ time in scheduling and conducting meetings. Shows up for meetings on time, fully prepared. Works on tasks in order of importance. Realistically estimates time requirements. Makes up a schedule for jobs and sticks to it. Does work in order of importance; does first things first.
People Management:
Sets and communicates performance standards that are specific and measurable. Regularly reviews performance and holds time¬ly discussions. Hires the best people available and selects strong subordinates. Alert to employees with personal problems or concerns and encourages them to seek help. Holds employees accountable and takes corrective action when necessary. Rewards effort, hard work and results. Actively works to promote high performers and eliminate non-contributors. Shares ownership and visibility. Gives newcomers a lot of help.
Planning and Organizing:
Maintains well-organized materials, files, systems and tools. Breaks work down into logical steps. Anticipates and eliminates roadblocks and delays. Stays within allotted time for accomplishing tasks. Completes tasks in the shortest, most efficient manner. Makes sure all parts of a job are completed in full, including follow-up plans and paperwork.
 
 

QUALIFICATIONS AND ABILITIES

1. Bachelor’s degree preferred
2. 3 years’ experience as Executive Assistant to top executive leadership required
3. Highly proficient in MS Office suite
4. Strong research skills required
5. Demonstrated ability to read and comprehend financial statements and investment reports
6. Ability to support and anticipate needs of fast-paced, strategic executive leadership
7. Supervisory experience strongly preferred
8. Ability to view data on a computer screen for long periods of time
9. Ability to sit and type on a keyboard for long periods of time
10. Regularly report to work as scheduled
11. Work independently and collaboratively to accomplish responsibilities, goals, and projects
12. Follow company policies and procedures
13. Model and promote KCTS 9 Core Competencies and Values
14. Organize time, materials, and information for efficient access and use
15. Maintain records and confidentiality appropriately
16. Exhibit good communication skills through effective writing, speaking and listening
17. Interact positively with people at all levels of the organization
18. Adapt performance as priorities and circumstances change