Executive Assistant, New York Magazine

About the role

This role supports the editorial and office operations of New York Magazine, a part of Vox Media. The ideal candidate will assist the editor-in-chief with extensive calendaring, scheduling, and office management tasks.

Responsibilities

• Extensive calendaring and scheduling of internal and external meetings as well as personal calendaring for the editor-in-chief
• Facilitate regular editorial meetings and share relevant resources on a timely basis, maintaining an organized system
• Occasional business travel planning for both international and domestic travel including management of complex air, hotel, conference and meeting itineraries with the expectation of last minute changes and updates
• Process expenses for executives in a timely manner
• Handle requests for meetings and office support quickly and proactively
• Follow through on tasks to successful completion, often with deadline pressures
• Partner with other Operations Teams including HR, Finance/Accounting, IT and Facilities on projects as needed
• Support cross-departmental special projects and editorial initiatives

Office Management

• Work alongside Vox Media’s office ops team to oversee the daily operations of the newsroom, ensuring a smooth and efficient working environment
• Welcome new staffers to the office on their first day, preparing their desk, showing them around the space, etc.
• Support office culture, acting as a go-to for questions for team members
• Facilitate student group tours, working with the hosting editor to ensure all visits go smoothly
• Shipping support (Fedex labels, etc.) for all New York Magazine teams, liaise with company office ops, manage in-person office needs including storage

Operations

• Manage the magazine’s corporate card, sharing payment information for a host of expenses when appropriate and processing invoices on a monthly basis
• Oversee publication and vendor subscriptions and memberships, ensuring all agreements are up to date and that staffers know how to access them
• Support coordination and execution of monthly all-hands meeting and external team gatherings
• Aid in the magazine’s awards submissions

Qualifications

• 2+ years in media, with a deep understanding and interest of the industry
• Experience assisting executives in a fast-paced environment, office management skills a plus
• Strong sense of ethics, integrity, and discretion
• Ability to thrive in a fast-paced, dynamic environment taking challenge and changing priorities with humor and grace
• Advanced knowledge of Mac Computers and advanced knowledge of Google Calendar and Google Apps Suite
• Proven ability to respond to, prioritize effectively and meet deadlines while maintaining the highest of standards of completeness and accuracy
• Demonstrated competency in resolving complex problems with strong analytical skills
• Expectation of complete confidentiality on all business matters
• Ability to use and learn new technologies to improve organizational effectiveness
• You are reliable - punctual, regular and have consistent attendance

Skills

• Proactive and versatile individual
• Seamlessly switches between supporting executives and managing office operations

Benefits

The salary range listed below represents the minimum and maximum base pay for this position at the time of this posting. Final salary offered to the candidate selected for the position will be based on factors including but not limited to the candidate's skills and experience. Pay Range $75,000 - $95,000 USD