Executive Assistant

Friday, March 21, 2014
Executive Assistant

Position Closed.
We are no longer accepting applications, but thank you for your interest.

We're looking for a smart, efficient, borderline obsessive-compulsive, can-do personality to help an ambitious, award-winning media project run more smoothly. You're the executive assistant who delights in drafting the perfect itinerary and managing projects that puts people at their best. You never met an email inbox that didn't need to be whittled down or organized. In short, you get things done. Are you the one?

Full-Time / Benefits / Non-Exempt
Minneapolis, MN (Loring Park)

On Being, a Peabody and Webby Award-winning national media project, is looking for an administrative colleague to make Krista Tippett Public Productions run as efficiently and smoothly as possible.

You will be the key support person for Krista Tippett, the president of KTPP and host of On Being, an in-demand public speaker, and a New York Times best-selling author. You will also provide support to Trent Gilliss, KTPP’s Head of Content, digital curator, and editorial leader of On Being’s online, radio, and public event spaces. You will own and drive momentum for calendars, day-to-day deliverables, and communications for senior leadership. You will be the organizational center of gravity in the gorgeous new work/studio/public events space on Loring Park in Minneapolis. You will work with a fast-moving, world-class team of creative, joyful, mission-driven professionals.

You must be a demonstrated self-starter, a master multi-tasker, a constant learner, and an outstanding communicator. You’ve always been ambitious and entrepreneurial, and you want to work with smart, demanding people who respect what you do. You have a reputation for hard work and a dedication to following through time and again. When things go wrong, you make them right.

Your history at work and at school is about going above and beyond the call of duty. You make the lives of the people around you better with your attention to detail and willingness to serve. You've got great ideas and you're not afraid to share them. You enjoy people. You're focused, and you never let things slip through the cracks. Did we mention that you stress about the small things because you want to make sure they're perfect?

At On Being we believe in hard work, an exchange of ideas, experimentation, and building meaningful relationships with our audiences, funders, and content partners across the world. Intelligent conversation and deep listening are core to our style of journalism. Curiosity is required; serendipity is embraced. You should be willing to bring your full self to the position, representing On Being and Krista Tippett Public Productions in everything that you do — from the PowerPoints you create to the email replies you craft.

What You'll Be Doing:

As executive assistant, you'll support KTPP's leadership and team with day-to-day needs and multiple projects. These include but are not limited to:

  • Managing Krista’s communications and calendar, including travel, meetings, phone appointments with people around the world. Coordinating these in a fluid daily atmosphere of production deadlines and other commitments. Supporting Trent and other senior leadership in these same capacities as required
  • Booking travel and lodging, making reservations, and creating itineraries for Krista, Trent, and team members for production travel and events
  • Managing ad hoc projects
  • As office manager, you'll have a hosting role at On Being on Loring Park — responsible for making sure everyone who intersects with KTPP has what they need to do their jobs well. That means:

  • Answering the telephone and managing email correspondence, as well as thank you letters
  • Greeting visitors and managing project details for meetings and events in the space
  • Creating and managing systems for archives as well as the team's ongoing production and public service projects (online and hard copy)
  • Serving as point person for building maintenance, scheduling cleaners, and liaising with landlord
  • Paying bills and issuing invoices
  • Ordering office supplies and equipment
  • Running errands and shopping for kitchen supplies

  • What We're Looking For:

  • Bachelor’s degree in business, journalism, management or equivalent combination of education and experience
  • Demonstrated experience in systems thinking, creation, and mastery
  • Excellent communications skills
  • Demonstrated experience and mastery of Macs and Google Docs, and ease in a constantly evolving technologically-savvy environment
  • Project management experience and skill sets
  • Experience and proven ability to thrive in a fast-paced, deadline-driven environment
  • Working ease with budgets and financial operations
  • Proven experience working with teams and the ability to be a dynamic team player, working outside the box
  • Demonstrated history of flexibility that showcases an ability to respond to changing priorities
  • Experience/familiarity in the media, advertising, creative services or internet-related industries strongly recommended
  • Experience with vendor and independent contractor relations strongly recommended
  • Ability to track project status and proactively communicate changes, risks and all pertinent issues to appropriate stakeholders, including Board, funders, and partners

  • To apply for this position, please send a cover letter and resume to Trent Gilliss, head of content, at trentgilliss@onbeing.org. Tell us about projects you’ve worked on and what you did on each project, problems you’ve solved, and why this position is your ideal job and why we must hire you.