Office Coordinator, Executive Assistant

Role Overview

• Provide direct administrative support to the General Manager and station leadership, including scheduling, expense reports, purchase orders, planning coordination, and related executive support activities.
• Support department leadership teams with scheduling, meeting preparation, conference calls, and administrative coordination.
• Process Expense Reports as General Manager delegate.
• Schedule appointments and maintain and update appointment calendars.
• Coordinate all station travel bookings and travel arrangements.
• Schedule and coordinate New Hire Orientation meetings.
• Monitor, screen, respond to, and distribute incoming communications.
• Handle information requests and prepare correspondence and related business documentation.
• Maintain strict confidentiality, professionalism, and ethical standards at all times.
• Serve as Lead Buyer for all administration, breakroom, janitorial, and sales-related purchasing through Oracle Fusion procurement systems.
• Manage the full purchasing lifecycle, including: -Receiving and evaluating purchase requests
• Onboarding vendors
• Creating Purchase Requisitions
• Processing invoices
• Troubleshooting procurement issues
• Responding to supplier inquiries
• Reconciling invoices and coordinating with vendors and departments to ensure timely accounts payable processing.
• Serve as Mailroom Coordinator for station operations.
• Receive and review incoming station mail and determine appropriate routing and action, including:
• Bank deposits/check processing
• HR documentation
• Legal correspondence
• Invoice processing -Distribution to station personnel.
• Handle receptionist and office assistant responsibilities, including answering telephones, directing calls, and relaying messages.
• Order and maintain office and operational supplies.
• Organize, establish, and maintain business and operational files.
• Maintain monthly and quarterly compliance records.
• Perform general administrative support duties including scanning, photocopying, faxing, filing, and document management.
• Prepare and coordinate Quarterly Public Affairs FCC Reports.
• Coordinate Quarterly GM Checklist reporting to Legal and Corporate departments.
• Maintain station Public File records both onsite and in cloud-based systems.
• Support station compliance documentation and administrative recordkeeping requirements.
• Coordinate talent appearances from initial request through event completion.
• Compile and prepare bi-weekly viewer message reports for the General Manager and Vice President of Programming.
• Serve as an administrative liaison supporting external communication workflows and community-facing coordination.
• Serve as liaison with MRI regarding music usage and reporting for on-air programming.
• Maintain copied records of News Producer Cue Sheet submissions to MRI.
• Respond to MRI inquiries regarding:
• Missing cue sheets
• Unknown program source identification
• Local, network, or syndicated program clarification.
• Coordinate with News and Programming teams to obtain required information and ensure timely reporting back to MRI.

Requirements

• Minimum of two years of experience in an administrative role, preferably in a fast-paced media or technology environment.
• Proficient computer skills, including Microsoft Office Suite.
• Exceptional organizational, planning, and multitasking skills.
• Excellent interpersonal, oral, and written communication skills.
• Strong problem-solving, critical thinking, and decision-making abilities.
• Ability to work successfully under pressure while managing multiple priorities and deadlines.
• Ability to work comfortably in a self-directed manner with minimal supervision.
• Must be welcoming, positive, professional, and willing to assist in problem-solving operational and administrative challenges.
• Knowledge of administrative and clerical procedures and practices.
• Strong attention to detail and organizational accuracy.
• Ability to perform basic mathematical functions including addition, subtraction, multiplication, and division using whole numbers, fractions, and decimals.
• Experience reconciling invoices and communicating effectively with vendors and internal departments regarding accounts payable processing.
• Current valid driver’s license.

Tech Stack

• Cloud
• Oracle

Benefits

• Attractive compensation and comprehensive benefits packages.
• Generous paid time off.
• Opportunities for both on-site and virtual engagement events.
• Unique opportunities to make meaningful connections and build a vibrant community, both inside and outside the workplace.