Executive Assistant, New York Magazine

August 20

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Voxmedia LLC

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Voxmedia LLC is an ACCME-accredited provider producing CME symposia; live national, regional and local meetings; and multimedia educational products$1. .$1

Continuing Medical Education • Independent Medical Education • Education technology

2 - 10

Description

• 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 • 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 • 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

Requirements

• 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

Benefits

• This job is benefits-eligible. • Comprehensive benefits to support all employees.