Executive Assistant, New York Magazine

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.

Executive and Editorial Support

• 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
• Support cross-departmental special projects and editorial initiatives
  

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
• Assist with the magazine’s awards submissions

SUCCESS WILL LOOK LIKE:

• 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
• 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! 

This job is based in our New York City office

This is a permanent, full-time position. This job is benefits-eligible. We pride ourselves in providing comprehensive benefits to support all of our employees wherever they are in life. You can find more information about our benefits here.

Vox Media is committed to building an inclusive environment where everyone can show up as their authentic selves and create their best work. We recognize that great stories, platforms, products and services come from people with all manner of backgrounds and experiences. We recognize that our commitments require ongoing work and sustained attention, as well as adaptation to new insights and best practices. We keep our diversity data public for the sake of accountability, transparency and communication. Learn more about our values here, and our approach to corporate citizenship here. 

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 ([email protected]).

Our recruiting team will go through applications in a timely manner. Please note that our recruiting team will only contact you from @voxmedia.com email addresses, never via text message. Read more about how our recruiting team operates, and how to protect yourself from recruitment fraud, here.