Executive Assistant to the Vice Presidents

Nine PBS: Executive Assistant to the Vice Presidents Who We Are: As an essential community institution, we magnify and deepen understanding of our community to help St. Louis flourish. We believe St. Louis is strongest when we work together toward a shared vision. By rallying around a common purpose, we move beyond barriers that have previously [...]

Who We Are: As an essential community institution, we magnify and deepen understanding of our community to help St. Louis flourish. We believe St. Louis is strongest when we work together toward a shared vision. By rallying around a common purpose, we move beyond barriers that have previously hindered our progress and take collective action toward meaningful, lasting impact.

Our History: We are a community-licensed public media organization with more than 70 years of service to the St. Louis region. For generations, Nine PBS has been a trusted and enduring presence by connecting people through educational programming, meaningful storytelling, and shared experiences that reflect the needs and aspirations of our community.

Our Values: Everything we do is rooted in our four core values: Community, Trust, Equity, and Learning. These values shape how we care for one another as teammates and how we engage with our community. We believe meaningful impact begins with listening, understanding, and creating spaces where everyone feels seen, valued, and connected.

Our Culture: Every employee plays a role in advancing our human-centered culture to ensure staff feel welcomed, supported, and empowered to thrive both personally and professionally. We believe work should be a joyful journey – one where collaboration, curiosity, creativity, and shared purpose inspire us to do our best work together.

Our Team: We are proud of the talented individuals who make up our team and the passion they show in service to our community. We walk with swagger and believe that we are “a really big deal!”. We believe in the power of a unified and prospering St. Louis community and see Nine PBS as an essential institution that brings people together toward a stronger, more connected region.

Position Description: Reporting to the Senior Executive Administrative Assistant, the Executive Assistant provides high-level administrative support to multiple executives. This role combines independent judgment, a strategic mindset, and proactive problem-solving to align executive calendars with organizational priorities, anticipate and resolve scheduling challenges, and streamline commitments to maximize effectiveness. Responsibilities include strategic calendar management, drafting correspondence, coordinating meetings, and serving as a trusted liaison between Nine PBS Vice Presidents and internal and external partners.

The Executive Assistant anticipates needs, plans ahead, and brings creativity, precision, and sound judgment to a fast-paced, mission-driven, results-oriented environment. Success requires exceptional written and verbal communication, strong organizational skills, and the ability to balance competing priorities across multiple Vice Presidents. The ideal individual brings optimism and enthusiasm to the work, adapts confidently as needs evolve, and remains composed under pressure. Integrity, professionalism, and discretion are essential when handling sensitive information and representing the executive team.

The ideal candidate is a strategic thinker and resourceful partner who sees executive support as more than managing appointments – it is about creating the conditions for leaders to focus on their highest priorities. They anticipate needs, recognize scheduling challenges before they become barriers, and proactively recommend ways to streamline calendars, protect focused work time, and balance competing demands across multiple executives. Equally comfortable seeing the big picture and managing the details, they bring sound judgment, exceptional follow-through, and the confidence to ask thoughtful questions, communicate trade-offs, and offer practical solutions.

They build a strong working partnership with the Senior Executive Administrative Assistant, exercise discretion with sensitive information, and navigate shifting priorities with composure, flexibility, and a collaborative spirit. Above all, they take pride in helping others succeed and bring a genuine commitment to Nine PBS’s mission and values of Community, Trust, Equity, and Learning.

Primary Responsibilities: The following responsibilities are essential to success in this position. This list is not exhaustive; priorities may shift between primary and secondary responsibilities to meet executive and organizational needs.

• – Strategically manage complex, evolving calendars for multiple Vice Presidents, aligning commitments with organizational priorities. Proactively identify scheduling conflicts, anticipate shifting demands, and recommend schedule adjustments that protect focus time, streamline meetings, and ensure preparation and transition time are included.
• – Prepare Vice Presidents for productive meetings by conducting proactive research, assembling relevant materials, drafting correspondence, and confirming objectives and logistics with involved parties.
• – Exercise sound judgment and recommend practical solutions to keep day-to-day executive engagements running smoothly, coordinating across Nine PBS teams and with external partners.
• – Evaluate and coordinate requests for Vice Presidents’ time in partnership with the Senior Executive Administrative Assistant.
• – Balance accessibility with strategic priorities, communicate scheduling decisions tactfully, and ensure commitments reflect the needs of the executive office.
• – Demonstrate strong ownership and follow-through, independently advancing tasks and responsibilities to completion even when information is incomplete, circumstances are evolving, or additional direction is not immediately available.
• – Communicate directly, and as authorized on behalf of Vice Presidents, with Board members, donors, community partners, and other stakeholders, ensuring clear, timely, and professional communication on matters related to Nine PBS.
• – Research, assess, prioritize, and follow up on incoming issues and requests addressed to Vice Presidents. Determine appropriate responses or referrals within the role’s authority and escalate matters requiring executive attention.
• – Facilitate timely, accurate communication among the Vice Presidents, the Senior Executive Administrative Assistant, and the President/CEO. This includes building trust, maintaining discretion, and ensuring relevant information reaches the appropriate people.
• – Keep Vice Presidents informed of upcoming commitments, preparation needs, deadlines, and schedule changes. This also includes anticipating gaps and providing follow up to ensure readiness.
• – Document key decisions, takeaways, and action items during executive meetings, and coordinate follow-up to keep commitments moving toward completion. Willingness to develop AI proficiency is key to performing these tasks in an efficient and effective manner.
• – Build and sustain relationships essential to organizational success by prioritizing collaboration, teamwork, and organization-wide approaches.
• – Produce accurate, polished correspondence and administrative deliverables with a hands-on approach, ensuring timely completion of work that enables Vice Presidents to lead the organization.
• – Balance competing requests across multiple Vice Presidents, prioritize work according to urgency and organizational impact, and follow through on action items to completion.
• – Proactively communicate trade-offs and seek direction from the Senior Executive Administrative Assistant when priorities conflict.

Secondary Responsibilities: Perform the following additional responsibilities to support efficient Vice President operations.

Partner with the Senior Executive Administrative Assistant and other administrative colleagues to coordinate shared executive commitments and maintain consistent scheduling practices. Fill in, as needed, when other Executive Assistants are away from the office.

• – Represent Nine PBS professionally in interactions with donors, members, partners, and the public, demonstrating responsiveness, discretion, and a commitment to community trust.
• – Prepare, reconcile, and submit accurate expense reports for Vice Presidents.
• – Welcome, escort, and introduce visitors meeting with Vice Presidents, ensuring a professional experience and smooth arrival coordination.
• – Coordinate food and beverage arrangements for executive lunches, meetings, and other engagements, confirming requirements and ensuring timely setup.

Requirements and Qualifications: Bachelor’s degree required, with proven work experience supporting C-Level executives. Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and willingness to develop proficiency in using AI tools. Additional skills needed for success in this position include the following:

• – Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• – Exceptional interpersonal skills and the ability to build relationships with a wide variety of stakeholders, including staff, board members, external partners, and donors.
• – Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• – High level of emotional intelligence.
• – Highly resourceful team-player, with the ability to also be extremely effective independently.
• – Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• – Demonstrated ability to achieve performance goals and meet deadlines in a fast-paced environment.
• – Forward looking thinker who possesses a growth- and solution-focused mindset.

Hybrid Schedule: This position is built around the schedule of the Vice Presidents and must be responsive to their schedules and operational needs. Therefore, while a hybrid schedule is available, days available for working virtually will fluctuate from week to week depending on their meetings and in-office work, as well as the schedules of the other Executive Assistants at times.

Additional Expectations and Core Competencies: Success in this role is not only measured by meeting the expectations outlined above, but also in how the work is performed. The following competencies are required for this role.

• – Approach interactions with a solution-focused mindset.
• – Be open to feedback and demonstrate a growth mindset.
• – Provide respectful feedback to others when needed.
• – Share knowledge, resources, and expertise openly to support team and organizational success.
• – Communicate important information to the supervisor effectively and proactively.
• – Demonstrate effective time management and sound judgment.
• – Build collaborative, welcoming, and effective working relationships.
• – Conduct yourself professionally and always represent Nine PBS values.

Application Instructions

Application Process: For a candidate to be considered for employment, the following materials must be submitted as a complete application to jobs@ninepbs.org:

• Resume
• Cover Letter
• 3 Professional References

Application Process: To be considered for employment, candidates must submit a complete application to jobs@ninepbs.org that includes:

• – Resume
• – Cover letter
• – Three professional references, including at least one previous supervisor. References will not be contacted unless an offer is made.

Provide a word document that includes responses to the following three questions:

• – What have you read in this job posting that is inspiring to you? (no more than 150 words)
• – What value-add would you bring to this role and to Nine PBS? (no more than 150 words)
• – How does this role align with your career goals? (no more than 150 words)

Nine PBS

As an essential community institution, Nine PBS magnifies and deepens understanding of our community to help our region flourish. We tell stories that move us. We meet people where they are the most comfortable consuming content. Nine PBS’s platforms include four distinct broadcast channels (Nine PBS, Nine PBS KIDS®, Nine PBS World, and Nine PBS Create), ninepbs.org, social media, the free PBS Video App, streaming services, live and virtual events, and the Public Media Commons. Since 1954, Nine PBS has accepted the community’s invitation into their homes, schools, and businesses. Follow Nine PBS on Facebook, Instagram, LinkedIn, and TikTok.

Job Category: Administrative Support

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Nine PBS: Executive Assistant to the Vice Presidents

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Who We Are: A jobs@ninepbs.org