Administrative Assistant

News 12 is our award-winning, hyper local news station covering communities throughout Long Island, the Bronx, Brooklyn, Westchester, Hudson Valley, Connecticut and New Jersey. News 12 New York is our National streaming service for regional news, weather and News 12 originals.
If you're committed to delivering high quality news and storytelling with a hyper local lens, we have positions available for both on and off-air talent with opportunities for development and growth.
Job Summary
The News 12 and Optimum Media Marketing organizations are looking for a strong Administrative Assistant who will act as a key connector in the daily business and senior executive administration operations. This role will report to the CCO & SVP of Distribution for News 12 in our LIC and local newsroom offices, and will provide administrative support to several senior leaders, as well as day-to-day support for the broader News 12 organization and Optimum Media marketing team. The role will require regular travel to N12 offices located across the tri-state area. The person in this role will be highly visible to all levels of the organization and tasked to complete varied administrative duties while exercising discretion and sound judgment on a consistent basis.
Responsibilities

• Serve as the point of contact for assigned Senior Leaders and key business stakeholders to ensure an effective communication flow and efficient operations across both News 12 and the Optimum Media marketing teams.
• Support the development of building a strong workplace culture with a focus on teamwork, collaboration, responsiveness, and fun; coordinate team building/social events.
• Plan virtual, on-site, and off-site meetings, local community events, and special events, working with appropriate cross-functional colleagues to ensure seamless execution.
• Coordinate executive schedules and manage calendars, including scheduling internal meetings, external engagements, candidate interviews, etc., for assigned leaders.
• Maintain full ownership of the on-air talent contract management process, including routing for signature, archiving, and developing a tracking mechanism for flagging contract expiration and opt-out windows.
• Prepare high level PowerPoint presentations for various meetings, including gathering, inputting, and formatting relevant content.
• Arrange travel, including the arrangement of flights, hotels, car service, etc.; prepare expense reports.
• Facilitate payments to vendors through oversight of the full lifecycle of Oracle iProcurement, including setting up new vendors, creating Purchase Order requisitions, and receiving invoices.
• Assemble and edit meeting-related materials and distribution of materials, including agendas, status reports, presentations, room reservations, catering, and distribution of leadership team emails/communications.
• Support the coordination where needed on new hire onboarding (including contractors), equipment ordering/distribution, workspace assignments, etc.
• Create and maintain organization charts and process flows.
• Provide all other general administrative support for assigned Senior Leaders, including greeting visitors, preparing materials for all hands and leadership meetings, and other duties as assigned.

Qualifications

• High School Diploma or equivalent required; advanced education preferred
• Previous experience in an administrative support role supporting a large, fast-paced functional area.
• Experience supporting multiple senior/executive leaders concurrently
• Strong organization and analytical skills with the ability to handle multiple tasks simultaneously and manage small projects
• Demonstrated ability to anticipate needs before they arise and proactively resolve issues
• Strong verbal and written communication skills, as well as the ability to interact with all levels of management. Ability to maintain the highest degree of confidentiality and diplomacy
• Experience with virtual meeting software (eg: Microsoft teams, Skype, WebEx, or equivalent) required; experience with Microsoft Teams preferred
• Experience with Oracle software applications, particularly iProcurement module, is preferred
• Highly proficient in Office 365, specifically Outlook, Excel, and PowerPoint
• Experience with marketing projects, advertising, event planning preferred
• Flexibility in schedule required, including the ability and willingness to be available on evenings and weekends as needed
• Ability and willingness to travel to regularly travel to various newsroom locations - Bethpage - NY, Norwalk - CT, Edison - NJ, Bronx - NY

We are an Equal Opportunity Employer committed to recruiting, hiring and promoting qualified people of all backgrounds regardless of gender, race, color, creed, national origin, religion, age, marital status, pregnancy, physical or mental disability, sexual orientation, gender identity, military or veteran status, or any other basis protected by federal, state, or local law.
The Company collects personal information about its applicants for employment that may include personal identifiers, professional or employment related information, photos, education information and/or protected classifications under federal and state law. This information is collected for employment purposes, including identification, work authorization, FCRA-compliant background screening, human resource administration and compliance with federal, state and local law.
Applicants for employment with The Company will never be asked to provide money (even if reimbursable) as part of the job application or hiring process. Please review our Fraud FAQ for further details.
This position is identified as being performed in/or reporting to company operations in New York State. Salary ranges are supplied in compliance with New York State law. Pay is competitive and based on a number of job-related factors, including skills and experience. The starting pay rate/range at time of hire for this position in the posted location is $59,007.00 - $96,939.00 / year. The rate/range provided herein is the anticipated pay at the time of hire, and does not reflect future job opportunity.
Nearest Major Market: Brooklyn
Nearest Secondary Market: New York City