Executive Assistant - External Facing - Kids On The Move

Job Title: Executive Assistant to the CEO (with External Communications & Media Management)

Location: Orem, Utah

Reports to: CEO

Employment Type: Full-Time

Position Overview: We are seeking a highly organized, proactive, and dynamic Executive Assistant to support the CEO with both administrative and external communications responsibilities. This role requires the ability to balance day-to-day executive support while managing the CEO's public presence, media relations, and external branding initiatives. The ideal candidate should be skilled in handling high-intensity, fast-paced tasks and anticipating future needs, while also playing a critical role in external communications, including PR, media appearances, social media management, and external correspondence.

A critical part of the role involves professionally engaging with high-net-worth individuals, potential donors, political figures, influencers, and ensuring polished communication and relationship management. Additionally, the role includes aspects of personal assistance, such as managing personal calendars, coordinating family and personal commitments, and handling household management tasks.

You will be responsible for calendar management, travel coordination, stakeholder communication, personal assistance, and media coordination, ensuring the CEO's brand presence is consistent and well-managed across multiple platforms. A strong understanding of external branding, public relations, and content management is essential to effectively support the CEO's media engagements and communication strategies.

Key Responsibilities:

• Calendar & Schedule Management: Efficiently manage the CEO's calendar, including scheduling meetings, appointments, and events. Coordinate external engagements such as media appearances, interviews, speaking events, and personal or family commitments. Proactively identify potential conflicts and ensure the CEO's time is used effectively for both professional and personal engagements.
• Travel Coordination: Arrange detailed travel itineraries for the CEO, including flights, accommodations, ground transportation, and necessary documentation, with special attention to travel related to speaking engagements, media appearances, external events, and personal commitments. Handle any travel changes to ensure smooth execution.
• Household & Personal Assistance: Assist with managing household operations, including overseeing tasks such as coordinating with household staff, handling personal errands, and managing family calendars. Ensure all personal and professional commitments are aligned to avoid scheduling conflicts.
• External Communication & Public Relations: Manage the CEO's external communication, including coordination with PR agencies, media outlets, publications, and donors. Facilitate and organize TV appearances, articles, podcast interviews, and speaking events. Draft press releases, emails, and media updates to ensure a consistent brand message.
• Community Engagement & Networking: Coordinate the CEO's participation in community and networking events, particularly with donors, political figures, and influencers. Ensure the CEO is well-prepared and positioned for public engagements, with detailed briefings and research on key individuals and organizations.
• Social Media & Content Planning: Oversee the CEO's social media platforms, including LinkedIn and other relevant channels. Coordinate content creation, filming, and photography for social media posts and videos. Plan and manage social media calendars and external branding campaigns, ensuring timely and relevant content.
• Website & Digital Management: Manage the CEO's website updates, including handling inquiries, media postings, and consistent updates to keep information current. Oversee email responses related to external inquiries and maintain accurate contact lists.
• Media Relations & Branding: Build relationships with media contacts, coordinating interviews, public appearances, and external publications. Ensure the CEO's brand is well-represented across all media channels, and manage any book shipments, podcast fulfillments, or other external communication logistics.
• Video & Photography Management: Oversee video and photography content, including filming at events, media shoots, and for social media. Ensure high-quality production and alignment with the CEO's brand identity.
• Meeting Preparation & Documentation: Prepare materials for meetings, including agendas, presentations, and reports. For media and branding-related activities, ensure alignment with overall brand strategy. Take meeting minutes, distribute summaries, and track follow-up actions.
• Stakeholder & Agency Coordination: Coordinate with external stakeholders such as PR agencies, media representatives, and donors, ensuring clear communication and efficient external calendar management. Facilitate the smooth execution of campaigns, donor outreach, and other external engagements.
• Project Management: Assist the CEO in managing high-priority external projects, ensuring timelines are met, and goals are achieved. Provide research and data collection to support external branding decisions and campaigns.
• Financial Acumen & Budget Management: Assist in managing budgets for external media campaigns, branding initiatives, and travel, ensuring cost-effective execution and maximizing ROI.
• Confidentiality & Discretion: Handle sensitive information related to the CEO's office, including personnel, media relations, and company affairs, with utmost discretion and professionalism.
• Day-to-Day Operations & Anticipating Needs: Execute daily tasks while maintaining a proactive, forward-thinking approach to anticipate the CEO's external and personal needs. Plan for upcoming media events, branding opportunities, and stakeholder engagements.
• Ad Hoc Responsibilities: Perform additional administrative, operational, and external communication tasks as required to support the CEO and leadership team in a fast-paced, high-demand environment.

Skills & Qualifications:

• Experience: 5+ years as an Executive Assistant, ideally with experience in PR, media relations, or external communications, supporting C-suite executives or managing high-level external engagements. Experience in household management and personal assistance is a plus.
• Education: Bachelor's degree in Communications, Marketing, Business Administration, or a related field. An advanced degree in PR or branding is a plus.
• Tech Skills: Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), social media management tools, content creation software, and website management platforms.
• Communication Skills: Exceptional written and verbal communication skills, with the ability to draft press releases, manage email correspondence, and handle external and personal inquiries professionally.
• Media & PR Skills: Experience managing media relations, external branding, and public appearances. Ability to plan and execute media campaigns, interviews, and speaking engagements.
• Social Media & Content Management: Experience in social media strategy, content creation, and photography/video management for professional branding purposes.
• Time Management: Highly organized with the ability to prioritize multiple tasks, ensuring both immediate needs and future external and personal engagements are planned and executed smoothly.
• Interpersonal Skills: Strong interpersonal skills with the ability to build relationships with external stakeholders such as PR agencies, media representatives, donors, partners, political figures, and influencers.
• Problem-Solving & Adaptability: Proven ability to handle pressure, multitask, and respond quickly to changing priorities, especially in fast-paced, media-focused environments.
• Confidentiality: Proven ability to handle sensitive and confidential information with discretion and professionalism.

Preferred Qualifications:

• Experience in a nonprofit or entrepreneurial organization with significant demonstrated growth.
• Advanced or expert-level proficiency in MS Office Suite including Word, Excel, PowerPoint, and Project. Or, other project planning software.
• PR, branding, or project management certification.

About Kids on the Move

Kids on the Move, Inc. (KOTM) is a nonprofit organization located in Orem, UT supporting the development of young children and families by "empowering families, one child at a time." KOTM provides services through five main programs: Early Intervention, Early Head Start, Child Care, Respite Care and KOTM's Autism Center.

NOTES:

• KOTM complies with all provisions of the EEO and ADA laws. KOTM is an equal opportunity employer and does not discriminate in its employment practices on the basis of race, color, religion, national origin, sex, sexual orientation, sexual identity, age, family status, military status, disabling condition, or other protected class.
• KOTM is an at-will agency. This job description is not to be construed as a guarantee of employment.
• KOTM will provide reasonable accommodation to applicants and employees with disabilities when it is necessary for the performance of the essential functions of a job. Should you need assistance in completing the application or at any other stage of the hiring process, or during employment, please notify us immediately. Your request and/or need for an accommodation will be kept confidential and only shared with individuals with a business need to know of the request.
• In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
• All job descriptions are subject to change at the discretion of the Program Director in collaboration with the Human Resource Director.