EXECUTIVE COORDINATOR [F/T]



MISSION & VISION  

Open Television (OTV) is a non-profit streaming platform and media incubator that centers intersectional storytelling and the creative visions of artists. Our mission is to transform how the film, television, and entertainment industries support independent artists and marginalized communities. Through intentional artist development and community building, we aim to activate and empower the next generation of storytellers. 

OTV is a space where queer, trans, non-binary, Black, Indigenous, people of color, disabled individuals, recent graduates, caregivers, immigrants, and anyone impacted by systemic oppression or gender-based violence can thrive on their own terms. If that’s you, we want you here! At OTV, you’ll be part of a close-knit, nimble team that fosters collaboration and growth, with plenty of opportunities for career advancement. Join us and help shape the future of storytelling.

Aymar Jean Christian, Sarah Minnie, Elijah McKinnon and Chris Walker, OTV Studio Soft Launch, Felton Kizer



POSITION OVERVIEW:   

Open Television (OTV) is seeking a highly organized and driven Executive Coordinator who is passionate about administrative excellence and intersectional media & storytelling. This pivotal role will provide comprehensive daily support to the Executive Director, ensuring the seamless operation of the executive office. The Executive Coordinator will be responsible for managing the Executive Director's schedule, coordinating meetings, facilitating internal and external communications, and overseeing various administrative initiatives. Additionally, the role will involve supporting key projects and events that drive OTV’s mission forward. The ideal candidate will have an exceptional eye for detail, strong organizational skills, and a deep commitment to OTV’s mission of amplifying diverse voices in the media. This position offers a unique opportunity to enhance team efficiency and contribute to the organization’s growth, while also paving the way for future career advancement within OTV.

PROFILE OVERVIEW: 
You excel in dynamic, fast-paced environments, understanding the crucial role administrative support plays in organizational success. Your ability to think creatively, paired with strong communication skills, enables you to tackle challenges with effective solutions. Resource-sharing and collaboration are at the heart of what motivates you. You’re deeply passionate about supporting leadership that champions underrepresented narratives, and that’s what draws you to this role.

Eager to contribute to an organization that values your unique perspective on the film and TV industry, you're excited to work with a team that prioritizes care, accessibility, and intersectionality. You’re adaptable, resilient, and thrive both independently and as part of a collaborative team, always working towards results. With a natural inclination for inclusive and efficient strategy development, you bring organization and methodical planning to everything you do, ensuring determined and impactful outcomes.

Core Responsibilities // Essential Functions:

STRATEGIC SUPPORT:

  • Priority Management: Help the Executive Director prioritize tasks and manage workloads. Provide reminders and ensure that important deadlines and commitments are met.

  • Research and Analysis: Conduct research and provide background information on various topics, projects, or stakeholders to support decision-making and strategic planning.

  • Reporting: Prepare reports and summaries on organizational activities, projects, and key metrics. Assist in analyzing data and providing insights to support the Executive Director’s strategic objectives.

COMMUNICATION MANAGEMENT:

  • Liaison Duties: Act as the primary point of contact between the Executive Director and internal/external stakeholders. Facilitate communication and ensure timely responses to inquiries.

  • Meeting Coordination: Organize and coordinate meetings, including scheduling, setting agendas, and arranging logistics. Take detailed minutes during meetings and follow up on action items as needed.

  • Correspondence Handling: Manage incoming and outgoing correspondence, including phone calls, emails, and letters. Draft and respond to communications on behalf of the Executive Director with professionalism and clarity.

ADMINISTRATIVE SUPPORT:

  • Calendar Management: Proactively manage and maintain the Executive Director’s calendar, including scheduling and coordinating meetings, appointments, and events. Ensure optimal time management and avoid scheduling conflicts.

  • Travel Coordination: Arrange travel logistics, including booking flights, accommodations, and transportation. Prepare detailed travel itineraries and assist with travel-related issues.

  • Document Preparation: Prepare, format, and proofread various documents, including reports, presentations, and correspondence. Ensure documents are accurate and meet high standards of quality.

  • Expense Management: Process expense reports, manage reimbursements, and track budget expenditures related to the Executive Director’s activities. 

HR AND OPERATIONAL SUPPORT:

  • Organizational Systems: Maintain and organize filing systems, both physical and digital, to ensure easy access to important documents and information.

  • Data Protection: Ensure that all sensitive and confidential information is handled with the utmost discretion and in compliance with organizational policies and legal requirements.

  • Onboarding and Staff Support: Assist with the onboarding of new staff and contractors, preparing orientation materials, and supporting the coordination of staff training and development.

  • HR Administration: Assist with maintaining employee records, ensuring that HR documentation is up to date and compliant with organizational policies.

  • Operational Efficiency: Support the organization’s operational needs by managing office supplies, coordinating facility-related requests, and ensuring smooth daily operations.

  • Policy and Compliance: Help ensure that HR and operational practices adhere to organizational policies and relevant labor laws. Assist in the review and implementation of HR procedures and operational improvements. 

  • Supplies and Equipment: Monitor office supplies and equipment, placing orders as necessary and managing vendor relationships. Ensure the office environment is well-organized and functional.

SPECIAL PROJECTS:

  • Project Coordination: Assist in the planning and execution of special projects related to organizational growth, events, and initiatives. Help track milestones and ensure projects stay on schedule.

  • Event Support: Coordinate logistics for special events, including board meetings, conferences, and community outreach efforts. Manage invitations, guest lists, and vendor relationships.

  • Research and Strategy Support: Conduct research and assist with the development of strategies for new initiatives and projects. Provide data and analysis to support decision-making and project outcomes.

  • Cross-Department Collaboration: Work closely with different teams to ensure the successful implementation of special projects, contributing to a collaborative work environment. 

  • Resource Management: Track project resources, including time, budget, and materials. Assist in allocating resources effectively and ensuring project goals are achieved.

JOB QUALIFICATIONS // MISCELLANEOUS DETAILS

COMMITMENT:

Full-Time Opportunity with a competitive compensation plan and benefits package 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 

COMPENSATION PLAN & BENEFITS PACKAGE: 

We're a queer, Black and feminist-led non-profit media company on a mission to transform the film/tv industry by cultivating the next generation of intersectional storytellers to dream, be creative and thrive on their own terms.  To achieve this we offer great benefits and perks for employees:

  • $60,000-70,000/year base salary (#LivingWagesForAll);

  • Fully covered health, dental, vision, LTD/STD insurance;

  • 401k with a 6% match;

  • 4-6 weeks of full office closure each year;

  • Invitation to participate in annual OTV Sabbatical Program;

  • Unlimited vacation and PTO;

  • Unlimited menstrual leave for people with uteruses;

  • An annual tech stipend;

  • An annual personal and professional growth stipend; 

  • A monthly self-care stipend; and

  • Additional creative opportunities and resources to help you expand your artistic practice 

EXPERIENCE 

  • Minimum of 3 years of experience as an executive coordinator, administrative coordinator, 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.

  • Ability to offer strategic insights and guidance to align tasks with organizational goals to help the ED stay focused and make informed decisions.

SPECIALIZED  KNOWLEDGE: 

  • 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.

APPLICATION PROCESS // HOW TO APPLY

Interested candidates should submit a resume and cover letter outlining their qualifications and experience to the OTV Careers Portal by January 6, 2025. Tentative start date: March 01, 2025. 

Open Television (OTV) is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. For questions or inquiries, please email careers [at] weareo.tv. Cover letters and resumes emailed to this address will be deleted..

careersOTV