Executive Assistant, New York Magazine

Vox Media, LLC•New York, NY

7d•$75,000 - $95,000•Onsite

About The Position

New York Magazine is seeking an Executive Assistant to provide extensive support to the editor-in-chief and contribute to the daily operations of the newsroom. This role involves managing complex schedules, coordinating meetings, planning business travel, processing expenses, and acting as a gatekeeper for the executive's time. Additionally, the position will support office management functions, including onboarding new staff, fostering office culture, facilitating tours, and managing shipping. The role also encompasses operational tasks such as managing corporate cards, processing invoices, overseeing subscriptions, and assisting with event coordination and award submissions. This is a permanent, full-time, benefits-eligible position based in the New York City office.

Requirements

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
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
Must be able to work independently, use initiative, know when to and successfully escalate challenging situations

Nice To Haves

office management skills

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
Handle sensitive information with discretion and maintain confidentiality at all times
Act as a gatekeeper for the executive’s time and attention
Partner with other Operations Teams including HR, Finance/Accounting, IT and Facilities on projects as needed
Support cross-departmental special projects and editorial initiatives
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
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
Assist with the magazine’s awards submissions