Executive Assistant

Nashville PBS; Nashville (TN); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance

Short-Term Disability

Long-Term Disability

Job summary

Nashville PBS is seeking an Executive Assistant to provide high-level administrative and operational support to the President & CEO and senior leadership. This role manages executive scheduling, board coordination, confidential communications, special projects, and organizational events.

Reporting to the Senior Director of Human Resources with dotted-line to the President & CEO, this position supports governance, donor relations, and government/industry regulatory activities while maintaining

Qualifications

• Requires excellent written and verbal communication abilities.
• Ability to plan, organize and integrate priorities and deadlines independently.
• Must work well with Board Members and Board Committees.
• Proficient with Word, Excel, Outlook and Internet.

Responsibilities

• Manage and maintain the President & CEO’s calendar and schedule.
• Coordinate meetings, appointments, speaking engagements, and community events.
• Prepare correspondence, reports, presentations, and briefing materials.
• Screen calls, emails, and visitor requests, prioritizing executive communications.
• Arrange business travel, accommodations, and itineraries.
• Coordinate Board and committee meetings; prepare agendas and minutes; track governance records.
• Draft professional correspondence and support executive presentations and public appearances.
• Maintain executive files, contracts, invoices, and budget-related paperwork; ensure compliance with regulations.
• Coordinate internal staff meetings and leadership events; manage event logistics.

Skills

Calendar management

Communication skills

Organization skills

Interpersonal skills

Discretion

Tools

Word

Excel

Outlook

Internet

Job description

The Executive Assistant provides high-level administrative and operational support to the President & CEO and senior leadership team, ensuring efficient execution of organizational priorities and day-to-day operations. Reporting directly to the Senior Director of Human Resources, with a dotted-line relationship to the President & CEO, this position manages executive scheduling, board and committee coordination, confidential communications, special projects, and organizational events. The Executive Assistant serves as a trusted liaison among leadership, staff, board members, donors, and community stakeholders while maintaining the highest level of professionalism, discretion, and confidentiality.

Job Responsibilities

Executive Support

• Manage and maintain the President & CEO’s calendar and schedule.
• Coordinate meetings, appointments, speaking engagements, and community events.
• Prepare correspondence, reports, presentations, and briefing materials.
• Screen calls, emails, and visitor requests, prioritizing executive communications.
• Arrange business travel, accommodations, and itineraries.

Board of Directors Support

• Coordinate Board and committee meetings.
• Prepare agendas, meeting packets, and supporting documentation.
• Record and distribute meeting minutes.
• Track Board action items and governance records.
• Facilitate communication between executive leadership and Board members.

Organizational Communications

• Serve as a liaison between the executive office/s and internal departments.
• Manage confidential communications with donors, community leaders, sponsors, and government representatives.
• Draft professional correspondence on behalf of executive leadership.
• Support executive presentations and public appearances.

Administrative Operations

• Maintain executive files, records, contracts, and important documents.
• Process invoices, expense reports, purchase requests, and budget-related paperwork.
• Coordinate office procedures and administrative workflows.
• Manage special projects as assigned.
• Provide administrative support to ensure compliance with Federal Communications Commission (FCC), Equal Employment Opportunity (EEO), and other government and industry regulations pertinent to Nashville PBS.
• Provide administrative assistance to and coordinate with Nashville PBS governmental and legislative activities with American Public Television Stations (APTS) and TPTC as necessary.

Event Management

• Coordinate internal staff meetings, activities, and leadership events.
• Support, coordinate and communicate events logistics of venues, catering, and set up.

Confidentiality and Professionalism

• Handle highly sensitive personnel, financial, and strategic information.
• Exercise sound judgment and discretion.
• Represent the executive office professionally with employees, Board members, donors, and external stakeholders.

Perform other duties as assigned

Qualifications

Knowledge/Skills & Abilities:

Requires an excellent ability to communicate both verbally and in writing. Ability to plan, organize and integrate priorities and deadlines independently. Must be able to understand the importance of working with Board Members and Board Committees. Must have proficient knowledge of Word, Excel, Outlook, and Internet. Ability to provide high level, priority management and calendar management support to executive management. Exceptional interpersonal skills, proven ability to work collaboratively as part of a team in a deadline driven environment. Excellent ability to build relationships with all staff, volunteers, and vendors/suppliers. Ability to discreetly handle sensitive and high-level confidential information.

Additional Information

• Health Insurance: Nashville PBS is proud to offer you a choice between three different medical plans through BlueCross BlueShield of Tennessee using Network S.
• Dental Insurance:Nashville PBS offers a comprehensive dental plan through BlueCross BlueShield of Tennessee with their DentalBlue PPO Network.
• Vision Insurance:Nashville PBS offers premium BlueCross BlueShield VisionBlue plan
• Life Insurance
• Short-Term Disability:Nashville PBS offers a short-term disability salary continuation (STDSC) program, which may be requested after a serious health condition keeps the employee off work for thirty (30) consecutive days. Employees

shall be entitled to receive 100% of their regular compensation as a salary continuation benefit beginning on the 31st day of a short-term disability and the benefit may continue for a maximum of eight (8) weeks.

• Long-Term Disability: You are provided with Long-Term Disability Insurance through Lincoln Financial Group. Premiums are paid by Nashville PBS and then added to your pay as "imputed" income. This allows you to receive disability benefits on a tax-free basis.

Work-Life Balance:

• Vacation Leave: Vacation time off with pay is available to all Nashville PBS eligible employees to provide opportunities for rest, relaxation, and personal pursuits.

• Personal Leave: Nashville PBS eligible employees are allowed paid personal leave days to provide opportunities for personal pursuits each fiscal year. These are non-accumulative (e.g., cannot be carried over from one fiscal year to the next).

Years of

Service

Annual Allowance

5 years 120 hours

5 years or more 160 hours

Years of Service Annual Allowance

10 years 32 hours

• Sick Leave:Nashville PBS provides paid sick leave benefits to all eligible employees for periods of temporary absence due to illnesses or injuries. Eligible employees will accrue sick leave benefits at the rate of 12 days (96 hours) per year at approximately 4.0 hours per pay period. The maximum accumulation is 20 days (160) hours.
• Holiday Pay:Nashville PBS provides holiday time off to regular, full-time, and regular, part-time employees for a total of 11 designated Holidays
• Employee Assistance Program: Nashville PBS recognizes that life can be stressful and is pleased to include an EAP in our employee benefit portfolio. The program is in support of our insurance and there is no cost to you.