Executive Assistant
VOXMEDIA
New York, NYThis is a Full Time Job
Executive Assistant, New York Magazine
WHAT YOU'LL DO
Executive and Editorial Support
• 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
New York Magazine Office Management
• 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
New York Magazine Operations
• 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
WHO YOU ARE
SUCCESS WILL LOOK LIKE:
• You are reliable - punctual, regular and have consistent attendance
• You always look ahead and are proactive when conflicts arise
• You are a team player – no job is too small
MUST HAVES:
• 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
• You are reliable - punctual, regular and have consistent attendance
• Must be able to work independently, use initiative, know when to and successfully escalate challenging situations
This combined role requires a proactive and versatile individual who can seamlessly switch between supporting executives and managing office operations.
If you think you have what it takes, but don't meet every single point in our job posting, please apply with a cover letter to let us know how you believe you can bring your unique skills to the Vox Media team or get in touch!
WHERE YOU’LL WORK
This job is based in our New York City office
WHAT COMES NEXT
Our recruiting team will go through applications in a timely manner. Please note that our recruiting team will only contact you from @voxmedia.com email addresses, never via text message. Read more about how our recruiting team operates, and how to protect yourself from recruitment fraud, here.
Salary/Benefits
$75,000 - $95,000 /year USD
Final salary offered will be based on factors including candidate's skills and experience.
Benefits
• Medical, dental, and vision insurance
• Paid time off (PTO)
• 401(k)
Perks
• Comprehensive benefits to support employees
• Office culture support
Additional Information
New York Magazine obsessively chronicles the ideas, people, and cultural events that are reshaping our world. The New York brand includes the biweekly magazine New York and six thriving verticals: Intelligencer, which delivers national news and sharp commentary on politics, business, technology, and media; the Cut, focusing on conversations that matter to women; Vulture, the premier destination for culture news and criticism; the Strategist, dedicated to smart online shopping; Curbed, covering cities and city life; and Grub Street, home to food news and restaurant criticism. New York Magazine is part of Vox Media, a leading modern media company that inspires essential conversations about what’s now, what’s next, and what’s possible. As a community of journalists, storytellers, business professionals, creators, and technologists, we believe in amplifying diverse voices and cultivating equity and inclusion throughout our organization and media, recognizing that great stories and products come from a variety of backgrounds and experiences.
