Media Operations Assistant

F. Schumacher & Co.•New York, NY

7d•$60,000 - $65,000

About The Position

The Media Operations Assistant supports the Publishing and Sales side of the Frederic Media team across FREDERIC magazine, fredericmagazine.com, and Frederic Media Books. The role covers advertising sales operations, cross-team logistics, event coordination, and project management, working closely with editors and across the Schumacher family of brands. It is suited to someone who values magazines, design, and print and can keep multiple trackers, schedules, and stakeholders organized across a quarterly production cycle.

Requirements

Bachelor’s degree and some exposure to data analysis.
Strong Excel, Illustrator, and PowerPoint skills.
Comfort learning and using CRM and project-management software.
Genuine interest in magazines, the printed page, design, and the broader creative world.
Flexible, collaborative team player willing to do what is necessary to keep office operations running smoothly.
Ability to work independently, solve problems creatively, and meet deadlines.
Excellent interpersonal skills, including tact and diplomacy with colleagues, clients, and vendors.
Comfort handling a high volume of assignments and working confidently within a small staff.
Strong organizational skills, attention to detail, and problem-solving ability.
Ability to multitask and prioritize.
Calm and steady under pressure.
Dependable, able to take direction, and able to execute well.
Represents the company positively through manners and actions.

Responsibilities

Create and manage insertion orders, advertising material submissions, and advertising invoices in Magazine Manager and Monday.com, and stay current on system features and updates.
Maintain weekly advertising sales estimates and positioning trackers, including ad placement for each issue.
Maintain the advertising submissions tracker, log arriving materials for each issue, route them to the Art Director, and follow up with advertisers when materials are late.
Assist the Sales Director with mailing printed issues to advertisers, preparing tear sheets as proof of publication, and preparing for sales meetings.
Maintain an editorial credit tracker for brands whose products appear in editorial photo shoots.
Work with the Publishing Director and an outside agency to prepare print distribution orders for each quarterly magazine volume.
Work with the Publishing Director to submit book order forms to the publishing partner, including order quantities, timing, and details.
Coordinate with The Hub, the fulfillment partner, on book fulfillment and inventory for events.
Maintain the events tracker and calendar, and coordinate deliverables with the Events team for book signings, advertiser-sponsored events, and the annual IT List Gala.
Track book inventory for events and submit printer order forms for magazine copies needed at events.
Use Monday.com and Notion to manage calendars, projects, and team tasks across Publishing Strategy, the Production Schedule, the Magazine Timeline, and Frederic Marketing Weekly.
Order office supplies and other items as needed.
Attend team meetings to collect and convey information, and prepare agendas.
Organize recurring and external meetings.