Executive Assistant

Condé Nast•New York, NY

20h•Onsite

About The Position

Condé Nast is seeking an Executive Assistant to provide proactive, reliable support for one of its executives, ensuring the efficient operation of the executive’s office. This role encompasses clerical, administrative, and project-based duties such as scheduling travel, arranging meetings, planning events, handling information requests, preparing reports and correspondence, and liaising with senior contacts, executive leadership team members, and external partners. The Executive Assistant will represent the executive’s office and must be able to manage multiple demands on the executive's time with ease and grace. The ideal candidate is highly detail-oriented, capable of balancing numerous internal and external meeting requests, and adept at prioritizing. This self-motivated individual will proactively anticipate, identify, and meet the executive's needs. The position involves handling confidential and time-sensitive material, requiring urgency, efficiency, sensitivity, diplomacy, and discretion. Effective and professional communication via phone, text, Slack, and email is essential to ensure all duties are completed accurately, with high quality, and in a timely manner.

Requirements

5+ years of administrative experience
College degree required
Excellent organizational skills and a master multi-tasker
Self-driven, motivated, and solutions-oriented with an ability to “think on your feet” and demonstrate personal accountability, initiative, and follow-through
Intellectual curiosity and desire to learn the business to facilitate thoughtful team support
Experience with managing international travel and calendars required
Proficiency with Google suite products (Gmail, Docs, Sheets, etc.) and ability to quickly learn internal systems
Candidate must demonstrate emotional intelligence, judgment, discretion, and confidentiality in all matters
Strong writing and verbal communication skills

Responsibilities

Proactive calendar management and prioritization: Providing real-time scheduling support by booking appointments and preventing conflicts
Ensuring the executive has all relevant preparation and materials that will be reviewed and discussed in meetings
Gathering inputs from appropriate stakeholders and preparing materials for the executive’s leadership meetings, 1:1 meetings, etc.
Organizing meetings, offsites, activities and team all hands — scheduling, contacting participants, securing location/meeting rooms/venue, catering and tech set-up, owning agendas, preparing documentation for distribution/presenting, capturing actionable next steps, circulating follow-up materials, etc.
Coordinating meeting logistics with internal & external guests — registration with building security if applicable, sharing details around arrival information, greeting and assisting visitors
Making domestic and international travel arrangements, such as booking flights, cars, making hotel and restaurant reservations
Ensuring seamless travel experience for the executive, creating clear and purposeful itineraries/preparation materials
Anticipating the needs of others in order to ensure their seamless and positive experience
Working with a global team across different time zones
Processing business expenses in a timely manner
Handling office tasks, such as generating reports and presentations, setting up for meetings, and reordering supplies