Executive Assistant, New York Magazine Job at Vox Media in Washington

What You’ll Do 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 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 Who You Are 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 Must be able to work independently, use initiative, know when to and successfully escalation challenging situations Vox Media is an Equal Opportunity Employer and qualified applicants will receive consideration without regard to race, color, gender, sexual orientation, gender identity or expression, religion, disability, national origin, protected veteran status, age, or any other status protected by applicable national, federal, state, or local law. Vox Media will also consider all qualified applicants with criminal histories in accordance with applicable Fair Chance laws. We are also committed to providing reasonable accommodations as part of the application process to candidates with disabilities. If you require a reasonable accommodation as part of the application process, please contact our People & Culture team (recruitment@voxmedia.com). #J-18808-Ljbffr