Executive Assistant, New York Magazine
Vox Media
Salary
$80k-$96k/yr
WFH Policy
In Office
Location
New York, NY
Job Type
Full-time
New York Magazine obsessively chronicles the ideas, people, and cultural events that are forever reshaping our world. The New York brand includes the groundbreaking magazine New York, which is published biweekly in print, and six thriving verticals: Intelligencer, delivering national news and sharp commentary on politics, business, technology, and media; the Cut, covering the conversations that matter most to women today; Vulture, the premier destination for culture news, criticism, and service; the Strategist, dedicated to shopping the internet smartly; Curbed, covering cities and city life; and Grub Street, home to food news and authoritative restaurant criticism.
New York Magazine is part of Vox Media, the leading modern media company. We guide our audience from discovery to obsession. We inspire essential conversations about what’s now, what’s next, and what’s possible.
As a community of journalists and storytellers, business professionals, creators and technologists, we believe it is a moral and business imperative to amplify voices: to cultivate diversity, equity, and inclusion throughout our organization and media. This applies to our candidates, our teams, our storytelling, our creative work, and our platforms, products, and partnerships.
This combined role requires a proactive and versatile individual who can seamlessly switch between supporting executives and managing office operations.
If you think you have what it takes, but don't meet every single point in our job posting, please apply with a cover letter to let us know how you believe you can bring your unique skills to the Vox Media team or get in touch! We’ve hired chefs who became editors, DJs who became UX designers, and sommeliers who became writers.
What You'll Do
- Extensive calendaring and scheduling of internal and external meetings as well as personal calendaring
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
Handle sensitive information with discretion and maintain confidentiality at all times
Act as a gatekeeper for the executive’s time and attention
Serve as the liaison with senior level executives and key business stakeholders to ensure a continuous and efficient operation
Partner with other Operations Teams including HR, Finance/Accounting, IT and Facilities
Work alongside Vox Media’s office ops team to oversee the daily operations of the newsroom, ensuring a smooth and efficient working environment.
Organize and plan department meetings, including preparing agendas as needed
Manage the seating chart, adjusting regularly to accommodate new hires and any other changes
Welcome new staffers to the office on their first day, preparing their desk, showing them around the space, etc.
Support office culture, acting as 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
Support freelance payments by regularly inputting invoices into company software
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
Oversee coordination and execution of monthly all-hands meeting
Recommended Skills
- You are reliable - punctual, regular and have consistent attendance
You always look ahead and are proactive when conflicts arise
5+ years experience assisting executives in a fast-paced environment, office management skills a plus
Strong sense of business ethics, integrity, and discretion
Ability to thrive in a fast-paced, dynamic environment taking challenge and changing priorities with humor and grace
Experience with 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
Must be able to work independently, use initiative, know when to and successfully escalate challenging situations