Executive Assistant, Magazine

Job Description

WHO WE ARE

New York Magazine obsessively chronicles the ideas, people, and cultural events that are forever reshaping our world. The New York brand includes the groundbreaking magazine New York, which is published biweekly in print, and six thriving verticals: Intelligencer, delivering national news and sharp commentary on politics, business, technology, and media; the Cut, covering the conversations that matter most to women today; Vulture, the premier destination for culture news, criticism, and service; the Strategist, dedicated to shopping the internet smartly; Curbed, covering cities and city life; and Grub Street, home to food news and authoritative restaurant criticism.

New York Magazine is part of Vox Media, the leading modern media company. We guide our audience from discovery to obsession. We inspire essential conversations about what's now, what's next, and what's possible.

As a community of journalists and storytellers, business professionals, creators and technologists, we believe it is a moral and business imperative to amplify voices: to cultivate diversity, equity, and inclusion throughout our organization and media. This applies to our candidates, our teams, our storytelling, our creative work, and our platforms, products, and partnerships.

WHAT YOU'LL DO

Executive Support
• Extensive calendaring and scheduling of internal and external meetings as well as personal calendaring
• 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
• Serve as the liaison with senior level executives and key business stakeholders to ensure a continuous and efficient operation
• Partner with other Operations Teams including HR, Finance/Accounting, IT and Facilities

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.
• Organize and plan department meetings, including preparing agendas as needed
• Manage the seating chart, adjusting regularly to accommodate new hires and any other changes
• Welcome new staffers to the office on their first day, preparing their desk, showing them around the space, etc.
• Support office culture, acting as 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
• Support freelance payments by regularly inputting invoices into company software
• 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
• Oversee coordination and execution of monthly all-hands meeting

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

MUST HAVES:
• 5+ years experience assisting executives in a fast-paced environment, office management skills a plus
• Strong sense of business 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! We've hired chefs who became editors, DJs who became UX designers, and sommeliers who became writers.

WHERE YOU'LL WORK

This job is based in our New York City office.

PAY TRANSPARENCY

The salary range listed below represents the minimum and maximum base pay for this position at the time of this posting. Final salary offered to the candidate selected for the position will be based on factors including but not limited to the candidate's skills and experience.

Pay Range

$80,000 — $96,000 USD

Jobcode: Reference SBJ-r04wkm-3-15-195-87-42 in your application.