Executive Assistant to the President & Board Operations Coordinator

The Executive Assistant to the President & Board Operation Coordinator contributes to the mission of Baltimore Public Media by providing administrative support to the President and General Manager and exceptional service to all constituents who interact with the President’s office. The Executive Assistant conducts all activities with discretion, confidentiality and professionalism. The Executive Assistant works independently to contribute to the responsiveness, effectiveness and accessibility of the President’s office and related activity. In addition, they will manage all activities related to the governing board, committees, and the Community Advisory Board (CAB) for Baltimore Public Media. This role ensures compliance with Corporation for Public Broadcasting standards and provides high-quality service and support for the board and CAB.

Essential Duties and Responsibilities:

• Maintain electronic calendars for President by providing confirmation and reminders of meetings. Secure reservations for outside meetings and schedule conference rooms and technology/equipment as needed. Regularly review calendar and proactively manage scheduling conflicts.

• Assist with and provide hospitality for guests. Arrange catering as needed. Provide concierge level of service to board members, donors and guests. Assist with constituent stewardship and recognition. Contact constituents on behalf of President to arrange meetings, luncheons, invitations etc. Attend and assist with special events as needed. Generate RSVPs, reminders and follow up when needed.
• Prepare agendas, schedule and keep notes for regular and ad hoc meetings. File and distribute notes, correspondence and minutes. Track projects, due dates and provide reminders for President and other staff as applicable.
• Assist with several external and internal events throughout the year, in collaboration with events and community engagement teams, which may include evenings and weekends.
• Make travel arrangements for President including lodging, transportation, and registrations. Prepare and submit travel with all relevant information, confirmations, meeting materials etc. Monitor and maintain travel budget.
• Oversee administrative activities for the Board, including scheduling, logistics, recording of the minutes, bylaws, CPB compliance, and records management for all Board committees and task forces.
• Organize new Board and committee member orientation, updating materials annually to ensure CPB compliance.
• Oversight of the Community Advisory Board (CAB) workflow and communication in partnership with the CAB Chair, including meeting schedules, agendas, and compliance with CPB standards.
• Provide concierge-level service to board members, assisting with constituent stewardship, recognition, and event RSVPs.
• Coordinate with relevant departments for events in which the Board participates.
• Prepare agendas, manage records, and distribute minutes for Board and CAB meetings.

Core Competencies:

• Change/Adaptability/Flexibility: Adapts to change that benefits Your Public Radio, is open to new ideas, takes on new responsibilities, handles pressure, adjusts plans to meet changing needs.
• Communication: Communicates well both verbally and in writing, promptly shares information and ideas with others throughout the organization as appropriate, has active listening skills, can negotiate, and persuade as needed.
• Results Focus/Initiative: Targets and achieves results, sets challenging goals, prioritizes tasks, overcomes obstacles, accepts accountability, sets high standards and takes responsibility, provides leadership/motivation.
• Collaboration: Working collaboratively with others to solve problems, achieve common goals and positive results. Listens to others and values opinions. Is open with other team members and expresses disagreement constructively. Seeks opportunities to work on teams to develop experience and knowledge.

Knowledge and Competencies:

• Identification with the mission and purpose of Baltimore Public Media.
• A minimum of 3 years’ experience as a high-level executive assistant required.
• Meticulous sense of detail.
• Ability to manage multiple tasks.
• Active communication and problem-solving skills.
• Ability to work with a wide range of staff and activities.
• Strong working knowledge of Microsoft suite of tools.
• Adept with technology for document creation, management and presentation.
• Working knowledge of Baltimore Public Media programming and the services of the network is preferred.
• Access to a personal vehicle highly desired.

Professionalism: Observes work rules and practices covered during the orientation process and practices appropriate conduct as outlined in the Baltimore Public Media Handbook.

Baltimore Public Media offers a generous benefits package, including 15 days of vacation, 7 sick days and 3 personal days and 11 paid holidays.  Eligible for health (single, parent & child, wife & husband, or family), vision, and dental benefits.  SIMPLE IRA Plan with match available. Life Insurance & AD&D, short-term and long-term disability Coverage 100% of premiums paid by the company. Employee Assistance Program.

Applications can also be mailed to Business Manager, WYPR, 2216 N. Charles Street, Baltimore, MD 21218. Position open until filled. No phone calls, please

Baltimore Public Media is an Equal Opportunity Employer.  We believe that a diverse workforce that reflects Baltimore City and the surrounding Maryland counties enhances and informs our programming.  We are seeking candidates comprising a variety of educational, cultural, and experiential backgrounds to support our daily work life, contribute to the richness of our programming and make us better members of our community.

The Organization: WYPR 88.1 FM is a long-standing, reliable source of news, captivating programming and community engagement in the greater Baltimore and Maryland region. WTMD 89.7 FM one of the leading AAA (Album Adult Alternative) music stations in the country, “Total Music Discovery” format consistently breaks new music and cutting-edge artists long before other stations. The mission of Baltimore Public Media is to inform, connect and even challenge the listeners we serve in the metropolitan Baltimore area and the State of Maryland by broadcasting programs of intellectual integrity and cultural merit to provide an unbiased perspective of the events of today and to enrich the minds and spirits of our audience.