Operations Coordinator
About The Position
Condé Nast is a global media company producing the highest quality content with a footprint of more than 1 billion consumers in 32 territories through print, digital, video and social platforms. The company’s portfolio includes many of the world’s most respected and influential media properties including Vogue, Vanity Fair, Glamour, Self, GQ, The New Yorker, Condé Nast Traveler/Traveller, Allure, AD, Bon Appétit and Wired, among others. Job Description Location: New York, NY Job Description Reports To Vice President, Global Real Estate & Workplace Services Supports General administrative assistance to: VP of Global Real Estate and Workplace Services (REWS) Director of Global Projects Director of Global Security Director of Global Real Estate And other senior leaders within the REWS organization as needed. Primary Responsibilities Below is a description of the primary responsibilities of the REWS Operations Coordinator position. In addition, there are many ad hoc responsibilities that occur as needed. Administration and coordination of global team travel Booking flights, ground transportation, and hotels Assistance with VISA and other Entry/Exit requirements Administration of expense reports Coordinates and maintains Global PTO and Travel Calendars Communications Leads department communications efforts Utilizes REWSLetter and REWSlack for distribution of information Posts weekly updates on REWSlack Publishes the Quarterly REWSLetter Provides coordination updates at weekly staff meetings Project Management Oversight of special projects as assigned Administers project meeting minutes as required Oversight and administration of Alpha Drive (REWS digital filing system) Assist administration and publication of Global Real Estate Project Update Administration of REWS Employee Engagement activities REWSLetter - Quarterly REWSLT Office Hours- Quarterly REWSlack - Regularly REWSummit - Semi Annually REWSRetreat - Annually Glint Survey follow up and initiatives Other programs as needed Additional Responsibilities: Central coordination for information services to the REWS team Maintains the Organization & Communications Structure (OCS) REWS Training and Development Program Monitor the Global Events Calendar Maintains the REWS Global Contact List Maintains Global Facility Leads email distribution list Maintains the Condé Nast Portfolio Report Maintains Visual Lease system, working closely with Advance Legal Develops presentation slide decks as needed Follow up on Work Requests as assigned Manages calendar for the VP of Real Estate & Workplace Services Coordinate meetings across multiple time zones Answer calls, emails, Slack, etc. and other duties as assigned
Requirements
- 5 years relevant experience in workplace operations preferred
- Bachelor’s degree in a related field preferred
- Solid experience and understanding of facilities and security operations
- Self starter that requires little supervision and self directed
- Anticipates needs of supported leadership and a multitasker
- Global knowledge and familiar with complications of time zone management
- Excellent verbal and written communication skills
- Strong interpersonal skills and a proactive problem solver
- Solid time management and organizational skills
Responsibilities
- Administration and coordination of global team travel
- Booking flights, ground transportation, and hotels
- Assistance with VISA and other Entry/Exit requirements
- Administration of expense reports
- Coordinates and maintains Global PTO and Travel Calendars
- Leads department communications efforts
- Utilizes REWSLetter and REWSlack for distribution of information
- Posts weekly updates on REWSlack
- Publishes the Quarterly REWSLetter
- Provides coordination updates at weekly staff meetings
- Oversight of special projects as assigned
- Administers project meeting minutes as required
- Oversight and administration of Alpha Drive (REWS digital filing system)
- Assist administration and publication of Global Real Estate Project Update
- Administration of REWS Employee Engagement activities
- Central coordination for information services to the REWS team
- Maintains the Organization & Communications Structure (OCS)
- REWS Training and Development Program
- Monitor the Global Events Calendar
- Maintains the REWS Global Contact List
- Maintains Global Facility Leads email distribution list
- Maintains the Condé Nast Portfolio Report
- Maintains Visual Lease system, working closely with Advance Legal
- Develops presentation slide decks as needed
- Follow up on Work Requests as assigned
- Manages calendar for the VP of Real Estate & Workplace Services
- Coordinate meetings across multiple time zones
- Answer calls, emails, Slack, etc. and other duties as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
