Administrative Assistant

Open Television (OTV)

POSITION OVERVIEW:

Open Television (OTV) is seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support three Co-Directors. This role is essential in ensuring the smooth day-to-day functioning of the organization and strengthening OTV’s capacity to lead boldly within intersectional media and storytelling. The Administrative Assistant will manage three Co-Director’s calendars and communications, coordinate key meetings and logistics, and provide reliable administrative support across a variety of tasks and projects. You will provide consistent administrative support that streamlines workflows, strengthens internal coordination, and enables the Co-Directors to focus on strategic priorities.

PROFILE OVERVIEW:

You thrive in fast-moving environments and know that strong administrative support is the backbone of a healthy, effective team. You’re organized, communicative, and proactive—often seeing what needs to be done before it’s asked. You’re energized by being a steady logistical anchor for leadership and helping systems run smoothly. You care deeply about supporting leaders who champion unfiltered storytelling and intersectional media. You bring curiosity, reliability, and care to your work. Whether juggling calendars, preparing documents, or coordinating information across departments, you stay adaptable and detail-focused. You take pride in delivering thoughtful, timely support that helps the entire organization function at its best.

CORE RESPONSIBILITIES:

ADMINISTRATIVE SUPPORT

• Calendar Management: Manage and update calendars for all three Co-Directors, ensuring alignment, time efficiency, and minimal scheduling conflicts across the organization.
• Correspondence Management: Monitor shared inboxes or communications as assigned. Draft simple, professional responses and flag key priorities.
• Document Support: Prepare, edit, and proofread documents, slide decks, meeting notes, and reports with a focus on clarity and accuracy.
• Platform & Forms Management: Prepare and send DocuSign agreements, create and manage Typeform surveys, manage submissions via Submittable, assist with vendor onboarding and compliance forms.
• Financial Admin: Support invoices, payment requests and other finance expenditures through Bill.com. Track administrative items requiring cross-department signatures or approvals.
• File & System Organization: Maintain organized digital folders, naming conventions, and ensure information is easily accessible for all three Co-Directors.

COMMUNICATION & MEETING SUPPORT

• Meeting Coordination: Schedule meetings for all three Co-Directors, send reminders and prepare agendas, set up Zoom links and ensure materials are ready.
• Note-Taking: Serve as the primary note-taker in key internal and external meetings, ensuring clear documentation of decisions and action items.
• Recap Emails: Send timely recap emails that summarize next steps, responsible parties, and deadlines.
• Internal Liaison: Coordinate communication between Co-Directors and staff, partners, vendors, and collaborators to ensure clarity and follow-through.

TRAVEL & LOGISTICS

• Support booking travel arrangements for Co-Directors as needed (flights, lodging, transportation).
• Prepare basic itineraries and assist with travel-related documentation.
• Assist with logistics for team gatherings, coworking days, and off-site events.

SPECIAL PROJECTS & ORGANIZATIONAL SUPPORT

• Project Support: Assist the Co-Directors with small-scale tasks, including scheduling, data entry, research, and tracking deliverables.
• Event Support: Help with logistics for board meetings, community initiatives, internal trainings, and retreats.
• Research Assistance: Conduct simple research to support program development, grant submissions, proposals, or administrative planning.
• Cross-Portfolio Operations: Provide administrative support for tasks to ensure smooth flow across the following portfolios: Partnership & Initiatives, Development and Operations, and Strategy & Distribution.
• Additional duties: You will support special projects as needed and carry out additional administrative and operational duties assigned by the Co-Directors.

JOB QUALIFICATIONS:

COMMITMENT: Full-time opportunity with a competitive compensation plan for a Chicago-based resident.

• This role is a hybrid between remote (70%) and on-site (30%) commitments;
• You will need to have access to reliable and routine transportation between your residence and the Chicagoland area;
• The OTV Studio space is located in Humboldt Park, Chicago;
• 2-4 times a month the team will gather at the OTV Studio for co-working, meetings and programs;
• You'll be responsible for traversing all over the Chicagoland area and additional travel as needed

EXPERIENCE

• Minimum of 2 years of experience as an executive assistant, administrative assistant, or in a similar role providing high-level support to managerial level roles and above.
• Experience in non-profit organizations or social impact / mission-driven sectors is preferred, with an understanding of the unique challenges and opportunities in the sector.

EDUCATION

• Bachelor’s degree Business Administration, Communications, Public Relations, or a related field, or equivalent work experience.
• Valid driver’s license: C-Class

SPECIALIZED SKILLS

• Highly organized and self-motivated with the ability to work independently.
• High proficiency in G Suite, Docusign, Notion, Bill.com, Submittable, tools or similar.
• Proven ability to manage multiple tasks and projects with attention to detail.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office software.
• Experience with non-profit organizations and an understanding of media and storytelling is a plus.
• Commitment to the values of intersectional storytelling and diversity.
• Discreet and trustworthy with sensitive information.
• Flexible and adaptable to changing priorities and demands.
• Positive attitude and a collaborative team player.

SPECIALIZED KNOWLEDGE, NICE TO HAVE

• Non-Profit Sector: Familiarity with the non-profit sector, including its operational dynamics and funding structures.
• Media and Storytelling: An interest in or understanding of media and storytelling, particularly intersectional narratives, is beneficial.

KEY ATTRIBUTES

• Attention to Detail & Strategic Oversight: The ability to manage details meticulously is critical, especially in managing calendars, travel, events, and important documentation.
• Initiative: Self-motivated and resourceful, with a proactive approach to identifying and addressing challenges
• Adaptability: Flexibility to adapt to changing priorities and a proactive approach to problem-solving.
• Team Orientation: Collaborative team player who can build strong relationships with colleagues and external partners.
• Positive Attitude: A positive and professional demeanor, with the ability to remain calm under pressure.
• Cultural Competency: Sensitivity to and appreciation for cultural diversity, with a commitment to advancing equity and inclusion.
• Discretion & Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality.

APPLICATION PROCESS:

Interested candidates should submit a resume and cover letter outlining their qualifications and experience to the OTV Careers Portal by 23:59 CST on January 11, 2026. Tentative start date: March 1, 2026.