Office Coordinator & Executive Assistant

About the Role

CBS Philadelphia is hiring an Office Coordinator & Executive Assistant for an immediate opening. This position is based on-site and supports senior station leadership with a mix of executive administration, office operations, procurement, compliance, and internal coordination. The role suits someone who performs well in a busy environment, stays calm under pressure, and brings a practical, solutions-focused approach to daily work.

This role reports to the President and General Manager and helps keep administrative processes, vendor interactions, regulatory documentation, and day-to-day station operations organized and efficient.

Executive and Leadership Support

• Provide direct administrative support to the General Manager and station leadership, including calendar management, expense reporting, purchase orders, planning support, and related executive tasks.
• Assist department leaders with scheduling, meeting coordination, conference calls, and other administrative needs.
• Process expense reports on behalf of the General Manager as an authorized delegate.
• Arrange appointments and keep calendars current.
• Coordinate travel bookings and related travel logistics for the station.
• Organize New Hire Orientation meetings.
• Monitor incoming communications, route them appropriately, and respond where needed.
• Prepare correspondence and other business documents as required.
• Handle sensitive information with discretion, professionalism, and strong ethical standards.

Office, Procurement, and Operations Support

• Act as lead buyer for administration, breakroom, janitorial, and sales-related purchases using Oracle Fusion procurement tools.
• Manage the procurement process end to end, including reviewing requests, onboarding suppliers, creating purchase requisitions, processing invoices, resolving purchasing issues, handling supplier questions, and supporting invoice reconciliation.
• Coordinate with vendors and internal teams to help ensure accounts payable activity is completed on time.
• Oversee mailroom functions for station operations.
• Review incoming mail and route it correctly, including bank deposits and checks, HR materials, legal mail, invoices, and station-wide distribution.
• Support receptionist and office assistant duties such as answering phones, transferring calls, and passing along messages.
• Order and track office and operational supplies.
• Set up and maintain business and operational records and files.
• Maintain monthly and quarterly compliance records.
• Carry out general administrative tasks such as scanning, copying, faxing, filing, and document handling.
• Take on additional duties as needed.

FCC, Public File, and Compliance Support

• Prepare and coordinate quarterly Public Affairs FCC reports.
• Support quarterly GM checklist submissions for Legal and Corporate teams.
• Maintain station Public File materials in both physical and cloud-based formats.
• Assist with compliance documentation and administrative recordkeeping requirements.

Viewer, Client, and Community Coordination

• Coordinate talent appearances from the initial request stage through event completion.
• Compile and prepare bi-weekly viewer message reports for the General Manager and Vice President of Programming.
• Support external communication workflows and community-facing coordination efforts.

News and Programming Administrative Support

• Assist with music licensing and cue sheet coordination.
• Serve as the contact point with MRI for music usage and reporting related to on-air programming.
• Keep copies of News Producer cue sheet submissions for MRI records.
• Respond to MRI questions about missing cue sheets, unidentified program sources, and clarification of local, network, or syndicated programming.
• Work with News and Programming teams to gather required details and submit information back to MRI on time.

Preferred Experience and Qualifications

The ideal candidate has at least two years of administrative experience, preferably in a fast-moving media or technology setting. Strong computer literacy, especially with Microsoft Office, is important, along with excellent organization, planning, and multitasking ability. The role also calls for strong communication skills, sound judgment, attention to detail, and the ability to manage several deadlines at once while working independently with limited supervision.

Candidates should be upbeat, professional, resourceful, and comfortable helping solve administrative and operational challenges. Experience with administrative procedures, invoice reconciliation, vendor communication, and basic math calculations is valued. A current valid driver’s license is required.

About CBS News and Stations

CBS News and Stations combines CBS News, owned television stations across major U.S. markets, streaming news platforms, local sites, and digital services under one organization. The division delivers national and local journalism across television, streaming, radio, podcasts, and digital platforms, and is known for producing widely recognized news programming and award-winning journalism.

What the Company Offers

• Competitive compensation and comprehensive benefits.
• Paid time off.
• The chance to join a highly dynamic team.
• Opportunities to take part in on-site and virtual engagement events.
• Chances to build meaningful professional connections and community.

Equal Opportunity and Accommodation Information

The employer is committed to equal employment opportunity and inclusion. Hiring decisions are made without regard to race, color, ethnicity, ancestry, religion, creed, sex, national origin, sexual orientation, age, citizenship status, marital status, disability, gender identity, gender expression, or veteran status.

If a disability or disabled veteran status requires a reasonable accommodation to access the careers site or apply, accommodation support is available by phone or email. Messages sent for accommodation purposes only will be returned.