Executive Assistant

Job Description

Executive Assistant - (Hybrid)

The Random House Publishing Group is the proud publishing home of the world's most acclaimed storytellers, thought leaders, and innovators with more than 20 imprints spanning a wide-ranging collection of subjects, writers, creators, and change makers. The Random House portfolio of imprints includes Ballantine Books, Bantam, Dell, Delacorte Press, Del Rey, Inklore, Random House Worlds, The Dial Press, Modern Library, One World, Roc Lit 101, Hogarth, Modern Library, Harmony, Rodale, Convergent, Forum Books, Image, WaterBrook, Multnomah, Ink & Willow, and, of course, the flagship imprint Random House. This multifaceted group of imprints publishes original fiction and nonfiction in all formats with the mission to entertain, educate, and inspire readers for generations.

RHPG is currently looking for a highly organized, efficient, and tech-savvy Executive Assistant to support two senior leaders in the group: the SVP Director of Publicity and Strategic Communications, and the SVP Director of Marketing Strategic and Engagement. This role will interface with the entire Random House Group publicity, marketing and marketing operations team, serving as a coordinator and communicator between these teams. You will be responsible for managing these executives' schedules, travel arrangements, event coordination, and administrative tasks along with high-level project management. You will also act as a liaison between these two leaders and other departments, clients, and external partners.

Responsibilities:
• Heavy calendar/appointment management as well as virtual and in-person event coordination
• File and maintain travel and entertainment (T&E) expense reports on a monthly basis
• Manage, submit, and code purchase orders and invoices
• General mailing support for marketing and publicity department, including coordinating with the warehouse on larger scale mailings
• Project management support for creative operations team and marketers and PR team
• Manage department subscriptions, author travel expenses, coding and invoicing
• Arrange and book travel, accommodation, and transportation
• Prepare and edit correspondence, reports, presentations, and other documents
• Handle phone calls, emails, and mail, and respond to inquiries on behalf of the 2 executives
• Maintain and update records, files, and databases
• Perform various administrative tasks, such as ordering supplies, filing, copying, and scanning for the combined publicity and marketing teams
• Research and compile information and data as requested
• Handle confidential and sensitive information with discretion and professionalism
• Manage multiple projects concurrently, clearly communicating expectations to teams while ensuring projects remain within scope, schedule, and budget
• Communicate project status updates on a regular basis and attend department status meetings
• Proactively identify potential project issues or roadblocks and escalate as needed
• Efficiently use and maintain the processes, systems, and tools in place to support the Consumer Marketing team's creative operations
• Maintain organization across all project documents, shared drives (Box, Basecamp, etc.), calendars, and meetings (scheduling, sending recaps, follow-ups, etc.)
• Dedicate time and energy to refining workflows to drive efficiency and clarity across teams

The Essentials:
• Ideally, you'll have 3–5 years' experience in a traffic or project management position at an agency; in-house creative, public relations or PR agency, marketing, or production team; or related environment
• Ability to manage multiple projects with conflicting priorities and consistently meet deadlines
• Exceptional organizational skills and meticulous attention to detail
• Ability to prioritize and manage time effectively while also responding to urgent issues
• Excellent verbal and written communication skills as you'll work across multiple departments and levels
• Familiarity with most aspects of marketing campaigns and creative file formats
• Experience using, or knowledge of, Basecamp, Asana, Monday.com or Workfront appreciated
• Experience using Canva and Adobe Creative Suite experience also desirable, though not essential
• Experience using Google, Box and Microsoft Office suite
• Creative thinker who enjoys being challenged

The position of Executive Assistant at Random House Publishing Group is a hybrid position with in-office responsibilities. We will consider candidates who can work from a commutable distance to our offices at 1745 Broadway, which includes the tri-state area (NY, NJ, CT, & PA).

Candidates who have transferrable administrative skills and less experience providing senior - level administrative support will be eligible for a salary range of $48,000 - $56,000. Candidates with proven expereince managing complex competing priorities, as well as at least three to five years' experience providing senior-level administrative support in a highly visible executive support role will be eligible for a salary range of $57,000 - $63,000. All positions are currently eligible for annual profit award or bonus, subjuct to Company results.

Penguin Random House job postings include a good faith compensation range for each open position. The salary range listed is specific to each particular open position and takes into account various factors including the specifics of the individual role, and candidate's relevant experience and qualifications.

Full-time employees are eligible for our comprehensive benefits program. Our range of benefits include, but are not limited to, Medical/Prescription drug insurance, Dental, Vision, Health Care/Dependent Care Flexible Spending Account, Health Savings Account, Pre-Tax and Roth 401(k), Short and Long-Term Disability Insurance, Life/AD&D Insurance, Commuter Benefits, Student Loan Repayment Program, Educational Assistance & generous paid time off.

Jobcode: Reference SBJ-gw09q2-3-147-56-111-42 in your application.