HIRING: Executive Assistant
(REMOTE – APPLY BELOW)
Position: Executive Assistant
Location: Remote
Reports To: President & VP of Operations
Salary: $40-45,000/year depending on experience
Job Type: Full-Time
About The Role:
Pionaire is a dynamic and growing Podcast Network committed to delivering engaging content through our shows. We believe in the power of storytelling and are looking for a motivated Executive Assistant to join our team. If you love podcasts, are a creative problem solver, and thrive in a collaborative environment, we want to hear from you!
Job Overview
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide high-level administrative support to the President and VP of Operations. This role requires exceptional multitasking skills, discretion, and the ability to anticipate the needs of senior executives in a fast-paced environment. The ideal candidate is resourceful, tech-savvy, and thrives in a role that requires coordination across multiple teams and time zones.
Key Responsibilities
Executive Support for the President & VP of Operations
- Scheduling & Calendar Management: Maintain and update executives’ calendars throughout the day as changes occur, ensuring seamless coordination.
- Travel & Logistics Coordination: Arrange flights, housing accommodations, ground transportation, and meal reservations across various time zones.
- Meeting Preparation & Follow-up:
- Generate materials such as biographies, credits, project updates, and representation details.
- Document and distribute meeting minutes, action items, and status updates.
- Provide weekly All-Staff Meeting Recaps.
- Expense & Financial Management: Create and submit expense reports in a timely and accurate manner.
- Communication & Call Management:
- Answer and accurately screen incoming calls, relay messages, and maintain a call log.
- Send daily schedules and to-do lists to the President.
- Information & Document Management:
- Maintain a well-organized system for tracking ongoing projects, materials, and critical information.
- Stay updated on industry news and relay relevant insights to the President.
- New Show Intake: Complete and manage New Show Intake Forms.
Administrative Support for Pionaire
- Financial & Billing Coordination:
- Work with the COO on billing needs.
- Collect W9s and payment information from hosts and agents.
- Sales & Business Operations Support:
- Support local direct sales needs.
- Identify and implement AI-driven solutions to improve processes and workflow.
- Talent & Client Engagement:
- Coordinate gift deliveries for talent and clients.
- Maintain and update vetting shared documents with Acast.
- Event & Research Coordination:
- Assist with research tasks as needed.
- Coordinate event logistics, including industry conferences and company events.
- Analytics & Reporting: Maintain and update weekly and ongoing analytics data for the network’s shows.
Qualifications & Skills
- Experience: 1+ years of executive assistant experience, preferably at an agency or supporting senior executives.
- Technical Proficiency: Comfortable with the Google Suite. Adobe Suite and Canva a plus.
- Strong Organizational Skills: Ability to track multiple projects and priorities with a high level of attention to detail.
- Excellent Communication: Strong written and verbal communication skills, with the ability to handle confidential information with discretion.
- Industry Awareness: Interest in staying up-to-date with industry trends and developments.
- Adaptability & Problem-Solving: Ability to work under pressure, anticipate needs, and pivot quickly in response to changing circumstances.
Why Join Us?
This role offers a unique opportunity to work closely with executive leadership, gain insight into high-level business operations, and contribute to the success of a dynamic, growing company. If you thrive in a fast-paced, high-impact environment and enjoy keeping things running seamlessly behind the scenes, we’d love to hear from you!
To apply, please submit your resume and a brief cover letter outlining your relevant experience.
About Pionaire
Pionaire is an intimate, independent, full service network of extraordinary podcasting talent focused on high quality content to scale across ALL digital media. We believe that talent shouldn’t be limited to one platform. We specialize in boosting brands across all platforms whether you are a podcaster or advertiser. We’ve built a small army of like-minded, creative thinkers and performers to make the kind of programming experience that allows you to be the most inspired version of yourself. Our definition of success is a staff of talented people that feel fulfilled. Period.
Pionaire Podcasting is an Equal Opportunity Employer and qualified applicants will receive consideration without regard to race, color, gender, sexual orientation, gender identity or expression, religion, disability, national origin, protected veteran status, age, or any other status protected by applicable national, federal, state, or local law.
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