Operations Coordinator, VICE Digital

| Greater NYC Area
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Position Summary

Would you like to deliver world-class support and service, help drive strategy and operational excellence, and work with an executive-level leadership team at the world’s largest youth media company? VICE Media is hiring an experienced Operations Coordinator position to work in our Williamsburg office. This position will be specifically dedicated to full-time support for our President of Digital and SVP of Strategy & Business Development. This role will be responsible for providing successful administrative, logistical and operational support, while driving overall business excellence. This fast-paced and ever evolving organization requires an individual who demonstrates the capability to plan for and manage multiple activities, projects and deliverables. 

The successful candidate will be able to efficiently manage the executives’ time, and effectively and professionally communicate with internal and external constituents. The successful candidate will also use excellent judgment, prioritize tasks, and act proactively, always ensuring the right individuals are informed and organized around meeting times, deadlines and other activities.

 Primary Responsibilities

  • Schedule and coordinate all meetings using Google Calendar, including managing meeting times and constituents across multiple time zones
  • Maintain a database for current and potential client, partner information, CRM
  • Generate client service reports and managing performance files
  • Engage in a variety of research activities, including understanding new product concepts and creating ad hoc case studies
  • Assist in project planning including dependency management and ensuring timeline fits expected deliverables
  • Cultivate culture and sustaining a creative work environment for personnel
  • Arrange all meeting logistics as needed, including the use and set-up of conference calls, webinars, video, etc.
  • Help prepare for various meetings by ensuring a proper agenda is created and shared in advance of meetings, applicable documents are prepared and distributed, etc.
  • Where needed, ensure proper catering for meals and other related activities
  • Coordinate all travel arrangements, both domestic and international
  • Track, submit and manage all expenses
  • Communicate professionally with both internal and external constituents
  • Edit and/or prepare documents for various activities
  • Provide personal and confidential support for executive staff at times outside of traditional working hours
  • Provide project management for various tasks or activities as needed
  • Develop and maintain procedures and processes for administrative operations

Requirements:

  • Minimum 5-8 years supporting executives across multiple geographies and businesses
  • Advanced knowledge of Google Suite & Microsoft Office
  • Understanding of virtual meeting solutions, including conferencing technology, webinar, and other communications tools
  • Strong ability to take direction, but also exercise judgment and independent thought
  • Polished, clear and concise communication, both written and verbal
  • Ability to handle confidential information
  • Strong organizational skills, including task prioritization with minimal supervision, and ability to complete required tasks by given deadlines
  • Strong proactive approach, taking the initiative where appropriate, and looking beyond the immediate ask to anticipate a future need or requirement
  • Assertive approach to management of executive’s time and proactive communication/support when meetings or other activities change
  • Bachelor’s Degree or equivalent experience is strongly preferred
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Location

49 S 2nd St, Brooklyn, NY 11249

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