Executive Assistant (to the CEO)

Open Television (OTV)

POSITION OVERVIEW:

Open Television (OTV) is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the President & CEO. This role is essential to ensuring the smooth day-to-day functioning of the executive office and strengthening OTV’s capacity to lead boldly within intersectional media and storytelling. The Executive Assistant will manage the CEO’s calendar and communications, coordinate key meetings and logistics, and provide reliable administrative and operational support across a variety of tasks and projects. This position helps maintain clear workflows, timely follow-through, and effective delegation so the CEO can remain focused on organizational strategy and high-level leadership priorities.

PROFILE OVERVIEW:

You thrive in fast-moving, mission-driven environments and understand how essential strong administrative infrastructure is to organizational success. You are highly organized, communicative, and comfortable taking initiative to solve day-to-day challenges. Collaboration, resourcefulness, and attention to detail guide your work. You care deeply about supporting leadership that uplifts intersectional storytelling, and you’re motivated by helping an organization operate smoothly and effectively. You bring curiosity, reliability, discretion, and a commitment to inclusive practices. Whether working independently or in coordination with the team, you remain adaptable, grounded, and focused on delivering accurate, timely, and thoughtful executive support.

CORE RESPONSIBILITIES:

ADMINISTRATIVE SUPPORT

• Calendar Management: Maintain and update the Co-Founder, President & CEO’s calendar, scheduling meetings, calls, and appointments. Ensure good time management and minimize conflicts.
• Correspondence & Communication: Monitor and manage incoming emails and calls. Draft simple, professional responses and flag priorities for the Co-Founder, President & CEO.
• Document Support: Help prepare and proofread documents, slide decks, notes, and simple reports. Maintain accuracy and consistency.
• Office Organization: Organize digital and physical files, track important documents, and help keep systems clean, accessible, and updated.

COMMUNICATION & MEETING SUPPORT

• Meeting Coordination: Schedule meetings, send reminders, prepare basic agendas, set up Zoom links, and ensure materials are ready.
• Note-Taking: Take clear meeting notes and assist with tracking follow-up tasks.
• Liaison Support: Assist with communications between the Co-Founder, President & CEO and internal/external partners. Ensure messages get where they need to go.

TRAVEL & LOGISTICS

• Travel Coordination: Support booking travel arrangements such as flights, hotels, transportation, and itineraries.
• Event Prep: Assist with basic planning for on-site or off-site meetings, small events, and team gatherings.

SPECIAL PROJECTS

• Project Support: Assist with small tasks on organizational projects, such as data entry, research, or scheduling.
• Event Support: Help coordinate logistics for team retreats, board meetings, community events, or internal programs.
• Research Support: Conduct simple research to support initiatives, proposals, or planning.

JOB QUALIFICATIONS:

EXPERIENCE

• Minimum of 2 years of experience as an executive assistant, administrative assistant, or in a similar role providing high-level support to senior executives.
• Experience in non-profit organizations 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.
• 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 your calendar, 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.

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.

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.