Executive Assistant & Operations Coordinator

The New York Times•New York, NY

5d•$95,000 - $105,000•Onsite

About The Position

The Executive Assistant and Operations Coordinator provides high-level administrative and operational support to the Senior Vice President (SVP) of Print Products and the Production Leadership team. You will go beyond traditional scheduling to serve as a central hub for the print department's daily operations, vendor workflows, and internal communications. You will report to the SVP of Print and work an onsite schedule at our Print Plant, located in Flushing, Queens.

Requirements

5+ years of experience providing administrative support for senior-level executives.
Proficiency with HRIS, procurement, and expense software (e.g., Workday, Coupa, Zip, Concur, or similar tools).
Capability in establishing organizational and prioritization systems for leadership teams.
Experience tracking and balancing recurring daily administrative tasks while supporting the needs of leadership teams.
Prior collaboration with Leadership teams managing departmental workflow and vendor relationships.

Nice To Haves

Experience working within a print production, publishing, or supply chain environment.

Responsibilities

Manage the active, complex daily calendar for the Senior Vice President of Print Products, resolving scheduling conflicts.
Coordinate internal and external meetings, including print vendor reviews, budget alignments, and departmental events (handling agendas, tech setup, and catering).
Manage comprehensive travel arrangements and process expense reports, invoices, and check requests.
Handle confidential business strategies, financial data, and personnel information with strict judgment.
Assist the Senior Vice President in tracking project timelines and production deliverables across the print products portfolio.
Be the liaison for external print vendors, suppliers, and distributors; assist with processing vendor invoices and tracking procurement orders.
Oversee daily department operations, managing staff seating layouts, storage for physical print assets/samples, equipment maintenance, and supplies.
Manage department onboarding/offboarding, track team PTO/vacation calendars, and maintain accurate organizational charts.
Manage critical department files, digital archives, resources, and shared documentation spaces.
Demonstrate support and understanding of our value of journalistic independence and a commitment to our mission to seek the truth and help people understand the world.