Position Description: Reporting to the Senior Executive Administrative Assistant, the Executive Assistant provides high-level administrative support to Nine PBS Vice Presidents, creating the conditions for leaders to focus on their highest priorities. Responsibilities include strategic calendar management, meeting coordination, correspondence, and serving as a trusted liaison with internal and external partners.
This role will also provide operational support for the Nine PBS Board of Directors and board committees. They will work closely with the VP & Chief Planning Officer and the Senior Executive Administrative Assistant to ensure all meeting preparations are complete, accurate, and timely. Responsibilities include coordinating meeting logistics and materials, supporting smooth meeting implementation, facilitating clear communication with Board and committee members, and tracking action items and follow-up with committee chairs and executive liaisons. It is estimated that board support will encompass 50% of this role, while executive support will encompass the remaining 50%.
The ideal candidate combines big-picture thinking with attention to detail, creativity, and exceptional follow-through in a fast-paced, mission-driven environment. They ask thoughtful questions, anticipate needs, communicate trade-offs, and offer practical solutions. Optimism, composure, integrity, and discretion are essential, along with 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. Identify conflicts, anticipate shifting demands, and recommend adjustments that protect focused work, preparation, and transition time and streamline meetings.
- Prepare Vice Presidents for meetings and upcoming commitments by conducting research, assembling materials, and confirming objectives and logistics with internal teams and external partners. Communicate preparation needs, deadlines, and schedule changes, address gaps, and follow up to ensure readiness.
- Evaluate requests for Vice Presidents’ time with the Senior Executive Administrative Assistant, balancing accessibility with executive office priorities and communicating scheduling decisions tactfully.
- Communicate directly and, as authorized, on behalf of Vice Presidents with Board members, donors, members, community partners, and the public. Represent Nine PBS with clear, timely communication, professionalism, responsiveness, discretion, and a commitment to community trust.
- Demonstrates 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.
- 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 information-sharing among Vice Presidents, the Senior Executive Administrative Assistant, and the President/CEO, ensuring relevant information reaches the appropriate people.
- Document key decisions, takeaways, and action items during executive meetings and coordinate follow-up through completion.
- Produce accurate, polished correspondence and administrative deliverables on time to support Vice Presidents’ work.
- Prioritize competing work requests according to urgency and organizational impact. 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.
- Prepare, reconcile, and submit accurate expense documentation 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.
Board Support: Additional responsibilities related to support of the Nine PBS Board of Directors and committees include the following:
- Support Board meeting preparation and implementation by coordinating schedules and logistics, assembling and distributing agendas and materials, confirming attendance, and assisting with meeting setup and technology.
- Coordinate timely, accurate communications with Board members, including meeting notices, reminders, and follow-up, while handling sensitive information with discretion.
- Provide administrative support to Board committees by scheduling meetings, preparing materials, documenting decisions and action items as assigned, and coordinating follow-up with committee chairs and executive liaisons.
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. Experience with Monday.com a plus. Demonstrated experience supporting Board operations required. 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.
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
Company: Nine PBS
Vacancy Type: Full-Time
Job Location: St Louis, MO, US
Salary: $70,000 - $75,000
Application Timeline: Open until filled
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)
To learn more about Nine PBS, visit us online at Home | Nine PBS, or follow us on Facebook, Instagram, LinkedIn, and TikTok.
