Executive Communications Assistant

Capital City Press•New Orleans, LA

1d•Onsite

About The Position

Georges Media is seeking a highly organized, discreet and relationship-oriented Executive Communications and Engagement Assistant to provide high-level support to the Publisher and the Executive Editor but report directly to the Publisher. This position independently coordinates executive priorities, communications, stakeholder engagement, events and special projects so both leaders remain organized, prepared and focused on the company's most important business, editorial and community priorities. This is a high-trust role with regular access to confidential and sensitive information involving the business and editorial operations of Georges Media. The Assistant operates within delegated authority, evaluates competing priorities, makes routine decisions within established parameters and identifies matters that require executive review. Sound judgment, discretion, professionalism and strict confidentiality are fundamental requirements of the position. The role combines executive coordination, communications, scheduling, public relations, relationship management and event leadership. The Assistant frequently interacts with employees, customers, business and civic leaders, community organizations and other key stakeholders and represents Georges Media and its leadership with professionalism and warmth.

Requirements

Bachelor's degree in communications, public relations, journalism, marketing, business or a related field preferred.
Three to five or more years of experience in executive support, communications, public relations, community relations, hospitality, events or a related field.
Demonstrated success handling confidential and sensitive information with exceptional discretion.
Strong judgment and the ability to make sound decisions within delegated authority.
Excellent written and verbal communication skills, including experience preparing polished executive communications.
Strong organizational, project-management and prioritization skills with exceptional attention to detail.
Ability to independently manage competing priorities and schedules for two senior executives in a fast-paced environment.
Ability to anticipate needs, evaluate options, solve problems and determine when escalation is appropriate.
Strong interpersonal skills and comfort interacting with executives, employees, customers, civic and community leaders and other stakeholders.
Familiarity with the New Orleans business, civic and community landscape strongly preferred.
Experience coordinating professional events, dinners and meetings.
Ability to work independently while collaborating effectively across the organization.
Flexibility to attend occasional evening and weekend events and engagements.

Nice To Haves

Trustworthy and discreet: Understands the responsibility that accompanies access to confidential information and senior leadership.
Highly organized: Keeps two busy executives prepared, informed and focused on priority work.
An excellent communicator: Communicates with clarity, polish and sound judgment in writing and conversation.
Relationship oriented: Builds credibility with stakeholders and creates a welcoming, professional experience.
Proactive and resourceful: Anticipates needs, evaluates options and acts within delegated authority.
Calm under pressure: Manages changing priorities and sensitive situations with professionalism.
Detail oriented: Recognizes the small details that influence successful meetings, communications, events and relationships.
A strong representative of Georges Media: Reflects the professionalism, integrity and values of the organization.

Responsibilities

Independently manage and coordinate calendars, meetings, appointments, community engagements and other commitments for the Publisher and Executive Editor.
Evaluate and prioritize meeting and engagement requests based on executive direction, organizational priorities, urgency and stakeholder significance.
Serve as a trusted point of contact for individuals seeking access to or communication with either executive and determine the appropriate routing, timing and level of follow-up.
Resolve routine scheduling, communication and logistical conflicts within delegated parameters and promptly escalate matters requiring executive judgment.
Coordinate meetings involving internal and external participants, including schedules, locations, reservations, technology and other logistics.
Prepare agendas, briefing materials, background information and other resources needed for meetings and engagements.
Track commitments, decisions and action items; establish follow-up timelines; and coordinate completion with responsible parties.
Coordinate executive travel and related logistics as needed.
Anticipate the needs of both executives and proactively address issues before they interfere with executive priorities.
Safeguard highly confidential and sensitive information related to company strategy, personnel, editorial matters, business relationships, financial information and executive-level issues.
Exercise independent judgment in determining when information may be communicated, shared, redirected or escalated within the scope of delegated authority.
Maintain strict confidentiality regarding conversations, meetings, correspondence, documents and information encountered through the position.
Understand and respect the distinct responsibilities of the Publisher and Executive Editor and appropriately protect information related to each role.
Maintain secure and organized executive documents, communications, schedules and records.
Maintain appropriate professional boundaries while serving as a trusted resource to both executives.
Coordinate internal and external communications for the Publisher and Executive Editor in alignment with executive direction and company priorities.
Draft and refine correspondence, talking points, presentations, invitations, acknowledgments and other executive communications for review or release within approved parameters.
Prepare executives for speeches, public appearances, panels, interviews and community engagements by gathering background information, anticipating needs and organizing materials.
Coordinate public relations initiatives involving Georges Media, its leadership and its brands in collaboration with appropriate internal teams.
Manage the communication workflow for company announcements, community initiatives and external outreach, including deadlines, reviews, distribution and follow-up.
Ensure timely, accurate and professional follow-up with key internal and external contacts.
Manage relationship-support activities that help the Publisher and Executive Editor maintain strong connections with business, civic, nonprofit, cultural and community leaders.
Coordinate meetings, outreach and follow-up with key stakeholders throughout New Orleans and Louisiana.
Maintain accurate stakeholder records and establish systems that support consistent, timely relationship follow-up.
Evaluate and recommend relevant community events, speaking opportunities, panels, meetings and gatherings for company leadership.
Coordinate invitations, correspondence and outreach to community and business leaders.
Represent Georges Media and its leadership professionally in interactions with external stakeholders and make routine engagement decisions within established guidelines.
Lead the planning and coordination of dinners, receptions, customer gatherings, community events and other functions involving the Publisher and Executive Editor.
Manage event timelines, invitations, guest lists, reservations, venues, catering, seating arrangements and related details within approved budgets and parameters.
Coordinate private dinners and smaller gatherings involving customers, community leaders, business partners and other key relationships.
Attend events as needed, independently address routine issues and help ensure guests receive a welcoming, professional and well-organized experience.
Coordinate with Georges Media's events, marketing, sales and other teams on company-hosted functions.
Support executive hosting responsibilities and manage timely follow-up communications after important meetings, dinners and events.
Manage assigned special projects and strategic initiatives on behalf of the Publisher and Executive Editor from planning through completion.
Coordinate work involving multiple departments or outside organizations, clarify responsibilities and timelines and monitor progress toward agreed outcomes.
Conduct background research, evaluate relevant information and present findings or recommended next steps in preparation for meetings, events and initiatives.
Maintain organized records of significant meetings, contacts, commitments, decisions and follow-up items.
Identify risks, delays or unresolved issues; take appropriate action within delegated authority; and escalate significant concerns with recommended options.
Assume additional responsibilities and projects as organizational and executive priorities evolve.