Executive Assistant & Operations Coordinator

The New York Times•New York, NY

7d•$80,000 - $95,000•Hybrid

About The Position

The New York Times is seeking an Executive Assistant / Operations Coordinator to partner with the Shows department leadership team. This role combines administrative support with systems thinking, project management, and cross-functional collaboration to ensure the department operates efficiently and remains aligned. The position involves tracking team-wide projects, supporting hiring and onboarding, and managing team communications to keep staff informed and engaged. Additionally, the role provides high-level executive support to two Shows leaders, managing their calendars, meetings, travel, expenses, and confidential communications, while also serving as a liaison with internal and external stakeholders. The ideal candidate will be a skilled diplomat, an assertive communicator, and capable of navigating ambiguity with discretion.

Requirements

3+ years providing administrative and project support to an executive

Nice To Haves

An organized problem solver with good decision-making skills who is able to get things done in a dynamic working environment
Demonstrated ability to prioritize and meet deadlines in a fast-paced environment
Excellent written and verbal communication skills, strong interpersonal and organizational skills, and the ability to take initiative and lead efforts as needed
You embrace change at a moment's notice, shifting priorities instantly and easily and can manage multiple tasks simultaneously in a fast-paced, high-pressure environment
You welcome challenges and look for creative solutions
A passion for journalism and a commitment to the mission of The New York Times

Responsibilities

Manage two ever-changing calendars, including vetting and prioritizing meeting requests and coordinating conference calls, interviews, meetings, and complex travel bookings
Schedule meetings, take and share meeting notes, proactively identify next steps and owners
Be a sounding board for the executives, helping them work through everything from the challenges of the day to long-term projects and vision
Maintain a high degree of confidentiality and discretion in regard to all matters and documents; be trusted with highly sensitive and confidential information
Conduct research, draft memos, and prepare executives for internal meetings
Have an ear to the ground in the department and surface both successes and challenges that staff are facing
File all expenses for reimbursement on behalf of the executives
Plan and execute events including, but not limited to, town halls, lunches, dinners and social gatherings
Handle a heavy volume of requests from internal and external stakeholders including, but not limited to, answering inquiries, resolving problems, and making appropriate referrals
Develop and maintain strong relationships across departments and leadership levels. Serve as a liaison between Shows executives and internal/external stakeholders
Work closely with the Senior Operations Manager on team events and shared resources such as the seating chart and budgets.
Help support the Strategy and Operations Deputy on team operations related tasks, like hiring, goal setting, team communications and other initiatives
Manage projects from inception to post-mortem, including developing agendas, tracking action items, driving logistics, scheduling brainstorms and kickoffs with clear timelines and deliverables, communicating regularly with stakeholders, and removing blockers.
Transparently track projects ensure that all work is up to date and proceeding smoothly
Coordinate contest entries and handle submissions
Draft clear, concise internal and external communications — including hiring announcements, job postings, team notes about trainings and opportunities — and partner with Communications, HR/Talent Acquisition, the Deputy of Strategy/Ops and other groups to refine, distribute and track as needed.
Demonstrate support and understanding of our value of journalistic independence and a strong commitment to our mission to seek the truth and help people understand the world.