Executive Assistant at New York Magazine, Vox Media

About New York Magazine and Vox Media

New York Magazine is dedicated to capturing the ideas, cultural trends, and influential personalities shaping our world. It publishes a biweekly print magazine along with six digital verticals including Intelligencer, the Cut, Vulture, The Strategist, Curbed, and Grub Street, each focusing on topics from politics and business to culture, shopping, urban life, and food.

As a part of Vox Media, a leading modern media company, New York Magazine fosters deep engagement with its audience through compelling journalism and innovative storytelling. Commitment to diversity, equity, and inclusion is central in all operations, from staffing and content creation to partnerships and platforms.

Role Responsibilities

• Manage comprehensive calendars, scheduling both internal, external, and personal meetings for the editor-in-chief.
• Organize and facilitate regular editorial meetings, distributing relevant materials promptly and maintaining systematic records.
• Coordinate complex business travel arrangements, including last-minute modifications, for domestic and international trips.
• Process executive expenses efficiently and handle meeting and office support requests with proactivity.
• Maintain confidentiality when handling sensitive information and act as a gatekeeper to manage the executive's availability.
• Collaborate with HR, Finance/Accounting, IT, and Facilities teams on various projects.
• Support cross-department projects and editorial initiatives as needed.
• Assist with daily newsroom operations by partnering with the office operations team, ensuring a productive work environment.
• Welcome new employees on their first day by preparing workspace and providing orientation.
• Serve as a resource for team members regarding office culture and queries.
• Facilitate student group visits by coordinating with hosting editors.
• Manage shipping logistics and coordinate office needs like storage and FedEx labels.
• Oversee management of the magazine's corporate card, monthly invoice processing, and handle payment sharing responsibly.
• Maintain subscriptions and memberships, ensuring access and agreement compliance.
• Coordinate and help execute monthly all-hands meetings and external team events.
• Support award submission processes for the magazine.

Candidate Qualifications

• Minimum of 2 years’ experience in media with strong familiarity and enthusiasm for the industry.
• Proven track record in supporting executives within fast-paced environments; office management experience is advantageous.
• Exemplary ethics, integrity, and discretion with sensitive information.
• Ability to adapt gracefully to rapid changes and shifting priorities.
• Proficiency with Mac computers, Google Calendar, and Google Workspace applications.
• Skilled in prioritizing responsibilities under deadlines while maintaining accuracy and thoroughness.
• Strong analytical ability to resolve complex issues effectively.
• Reliable punctuality and consistent attendance.
• Capacity to work independently, take initiative, and escalate challenging issues appropriately.

Additional Information

This position requires versatility and proactive multitasking between executive assistance and office operations management. The role is based in New York City, offering a permanent full-time opportunity with eligibility for comprehensive benefits designed to support employees throughout various life stages.

Salary Range: $75,000 to $95,000 per year, depending on candidate skills and experience.

Commitment to Diversity, Equity & Inclusion: Vox Media strives to create an inclusive workplace where all individuals can contribute fully and authentically. Qualified applicants will receive consideration irrespective of race, gender, sexual orientation, disability, veteran status, age, or other protected characteristics. Accommodations during the application process are provided upon request.