What are the responsibilities and job description for the Executive Assistant position at Podcast Management Inc?
Executive Assistant supporting COO, Deputy GC, and future C-Suite leaders
This is a full-time, in-person position located in Indianapolis, Indiana.
About Us
audiochuck is a fast-growing, dynamic company that is driven by our mission to tell the right stories, in the right ways, for the right reasons. Our team is made up of immensely passionate people who love what we do and don’t stop until we’re proud. Excellence is required at audiochuck – we have a responsibility (and privilege) to honor the voices of those whose stories we tell. We approach our content with empathy, compassion, and a genuine desire to make a difference. Advocacy is an essential part of the audiochuck culture as we strive to positively impact victims and their families through use of our time, money, and resources.
Committed to developing our people and fostering a long-term team of talented media professionals, we are seeking motivated top talent to join our amazing team. If you’re exceptional at what you do, possess an innate desire to work hard alongside a team in creating something meaningful, and thrive in a fast-paced environment, then audiochuck may be a good fit for you.
About our Executive Assistant:
We’re seeking an experienced and proactive Executive Assistant to provide high-level administrative support to our COO, Deputy GC, and other future C-suite executives. This role requires exceptional organizational skills, the ability to handle confidential information with integrity, and the capacity to anticipate the needs of the executive team. As the Executive Assistant, you will play a critical role in managing schedules, coordinating meetings, and ensuring efficient communication across departments, contributing to the smooth operation of our fast-paced, high-growth environment.
What You’ll Do:
- Calendar Management: Oversee complex calendars for the C-suite executives, ensuring effective time management by scheduling meetings, handling reschedules, and proactively managing conflicts.
- Meeting Coordination & Preparation: Organize and prepare for meetings, including gathering agendas, compiling necessary documents, and coordinating with participants. Take meeting minutes and track follow-up tasks to ensure action items are completed.
- Travel Arrangements: Manage all travel logistics for the C-suite executives, including booking flights, accommodations, and ground transportation, as well as preparing detailed travel itineraries.
- Communication Liaison: Act as a point of contact between the C-suite leaders and internal/external stakeholders. Screen and prioritize emails, phone calls, and other correspondence, responding on behalf of executives as needed.
- Draft and edit high-quality internal and external communications, including email correspondence, slack messages, and company-wide updates on behalf of the executives.
- Summarize key outcomes and updates from meetings to communicate to staff effectively and concisely.
- Written Communication & Documentation:
- Regularly draft and disseminate executive-level updates, summaries, and reports to keep staff informed about company priorities, meeting outcomes, and strategic initiatives.
- Prepare clear, concise, and professional materials for presentations, proposals, and meetings with internal and external stakeholders.
- Ensure all written materials align with the company’s tone and communication style.
- Project Support: Assist with special projects, research, and preparation of presentations or reports for executive meetings, board meetings, and other key company events.
- Event Planning: Coordinate company and executive team events, including off-site meetings, team-building activities, and executive retreats.
- Document Management: Organize and maintain confidential files, records, and documents, ensuring data security and accessibility.
- Other Duties as Assigned: Take on additional responsibilities and projects as the company grows and priorities evolve.
What you will bring to the table:
- 5 years of experience as an Executive Assistant, preferably supporting C-suite executives in a fast-paced or media/entertainment environment.
- Bachelor’s degree preferred, or equivalent experience.
- Exceptional Organizational Skills: Proven ability to manage multiple priorities, deadlines, and complex schedules with efficiency and attention to detail.
- Communication: Strong verbal and written communication skills, with the ability to interact professionally and effectively with team members and external contacts.
- Proactive Problem-Solver: Anticipates the needs of executives and takes initiative to resolve issues before they escalate.
- Confidentiality: High level of discretion and professionalism when handling sensitive and confidential information.
- Tech Savvy: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and familiarity with project management tools is a plus.
- Adaptable & Flexible: Comfortable working in a dynamic environment with changing priorities, and capable of adapting to the unique culture of a creative media company.
What audiochuck will bring to the table:
- Commitment to intentional leadership development for all employees
- Dedication to company culture and promoting mental health
- A talented team of collaborative and passionate employees to support your work
- An appreciation for diverse work experience and backgrounds
- A chance to work on shows from a leading network for true crime podcasts
- Competitive base salary and bonus incentives
- Comprehensive benefit plan
- 401(k) retirement plan with match
- Paid time off
- Team events and activities
This is a full-time, in-person position located in Indianapolis, Indiana.
