Executive Coordinator

Company Description

wTVision is a leader in the broadcast industry, providing innovative solutions in software development, graphics design, branding, live operations, and human resources outsourcing since 2001. Known for its flexible and integrative real-time on-air graphics and playout automation, wTVision supports over 15,000 broadcasts annually in more than 120 countries. With a broad portfolio of solutions designed for sports, election coverage, news, and entertainment, the company is the preferred choice for major TV networks and producers worldwide. Headquartered in Portugal, wTVision operates globally with offices in Spain, Belgium, Brazil, UAE, United States, and India.

Role Description

We are looking for a seasoned and dependable Executive Assistant with 10+ years of experience, preferably within the media, broadcasting, or entertainment sectors. This role requires exceptional organizational skills, strong communication abilities, and the maturity to operate in a fast-paced, high-profile environment. The ideal candidate is proactive, detail-oriented, and capable of handling multiple priorities with discretion and professionalism.

Key Responsibilities:

● Manage and organize executive calendars, including scheduling, rescheduling, and prioritizing appointments.

● Prepare and circulate Minutes of Meetings (MoM) and ensure timely follow-ups on action items.

● Coordinate and maintain all travel calendars, including flights, hotels, and travel itineraries.

● Follow up with internal and external stakeholders to ensure assigned tasks and commitments are completed on time.

● Track ongoing projects and ensure deadlines are met across cross-functional teams.

● Coordinate production schedules, media events, interviews, and broadcast-related activities as needed.

● Draft, review, and manage correspondence, reports, presentations, and meeting documentation.

● Maintain and organize both digital and physical filing systems for efficient retrieval.

● Assist with budget monitoring, expense reporting, and vendor coordination.

● Serve as a key point of contact for stakeholders, handling communication with professionalism and confidentiality.

● Anticipate executive requirements and proactively resolve operational or administrative needs.

Qualifications & Experience:

● Bachelor’s degree in Communications, Media Studies, Business Administration, or a related field (preferred).

● 6+ years of experience as an Executive Assistant or in senior administrative roles, with at least 3–5 years in media, broadcast, or similarly fast-paced environments.

● Strong understanding of media operations, production workflows, and broadcast terminology.

● Excellent written and verbal communication skills.

● Proficiency in MS Office Suite, Google Workspace, scheduling tools, and exposure to media-related software (a plus).

● Proven ability to manage multiple priorities under pressure and meet tight deadlines.

● High level of professionalism, mature judgment, and the ability to handle confidential information.

● Strong interpersonal and stakeholder management skills.