Executive Assistant

VICE Media; New York (NY); Hybrid; USD 100,000 - 115,000; Full time

Job summary

VICE Media in New York is seeking an Executive Assistant to support two senior leaders—the President, Marketing (VIRTUE) and the President, Global TV (VICE TV). This role requires sharp organization, superior judgment, and the ability to manage two high-demand calendars and complex travel plans.

You will act as a central hub for cross‑functional teams, handle confidential materials with discretion, and ensure seamless daily operations across VIRTUE and VICE TV with a proactive, calm style.

Qualifications

• 5+ years supporting C-suite/executives in high-volume environments.
• Entertainment/television/media experience preferred.
• Experience supporting multiple executives strongly preferred.

Responsibilities

• Dual executive support with calendar architecture and conflict resolution.
• High-touch travel logistics and vendor coordination.
• Triage urgent requests and manage real-time prioritization.
• Proactive admin ownership incl. briefs, action items, expense reports.
• Cross-company coordination with VICE leadership, A+E, and VIRTUE clients.
• Maintain discretion with confidential materials.

Skills

Executive support

Calendar management

Travel planning

Vendor coordination

Discretion

Technology fluency

Tools

Google Workspace

Microsoft 365

NetSuite

Job description

VICE Media is seeking an exceptionally sharp, proactive, and polished Executive Assistant to support two high-level, fast-moving leaders: the President, Marketing (VIRTUE, VICE’s award-winning creative agency) and the President, Global TV (VICE TV, VICE’s cable network joint venture with A+E Networks).

This is a true career Executive Assistant role for someone who thrives in high-stakes environments, navigates C‑Suite dynamics with confidence, and takes pride in being the central hub that keeps executives grounded and ahead of schedule. You will manage complex, interlocking calendars, high-touch travel, and constant priority shifts with composure and speed.

The two businesses run on different clocks. VIRTUE moves with our global client's needs, new business pitches, creative production and the pace of the industry's award and conference seasons; VICE TV moves with programming and distribution deals, ad sales, upfronts and board-level work with our partners at A+E. You’ll keep both on track — and know how to manage the moments when they collide.

We need a proactive, organized anchor; someone who possesses the \"Type-A\" precision to keep everything running smoothly, while remaining flexible and adaptable enough to work with creative executive styles.

Key Responsibilities

• Dual Executive Support & Calendar Architecture: Serve as the primary gatekeeper and strategist for two heavy calendars. Proactively resolve conflicts and align schedule flow with key internal and external partners. When the two calendars compete, flag the conflict early and take it to the executive(s) involved to decide.
• High-Touch Travel & Vendor Coordination: Manage domestic and international travel logistics end-to-end, including major industry events such as Cannes Lions, upfronts and MIPCOM. Oversee high-level vendor relationships, leveraging platforms like AmEx Travel & Concierge, car services, and hospitality networks to handle short-notice changes and VIP accommodations.
• Triage & Urgency Calibration: Demonstrate outstanding judgment regarding what is truly urgent in real-time. Distinguish between high-priority fires, time-sensitive industry deliverables, and routine requests, handling or escalating each appropriately. You know what needs a phone call at 8 PM and what can wait until morning.
• Proactive Administrative Ownership: Anticipate needs before they arise: preparing background briefs ahead of meetings, tracking open action items, preparing and reconciling expense reports and approvals, and ensuring smooth daily transitions across VIRTUE and VICE TV.
• Cross-Company Coordination: Act as the main point of contact with executive offices across VICE Media leadership, A+E Networks, and VIRTUE clients, keeping meetings, materials and follow-ups aligned.
• Discretion & Confidentiality: Handle sensitive information — deal terms, board and partner materials, personnel matters — with complete discretion.

Qualifications & Experience

• Proven Executive Assistant Experience: Minimum 5+ years supporting C‑Suite, Presidents, or high-performing executives within high-volume, fast-paced industries (entertainment, television, advertising, or media experience preferred; experience supporting more than one executive strongly preferred).
• Career-Driven Professionalism: You view the EA role as a dedicated, long-term craft, bringing mastery and ownership to executive operations.
• Travel & Concierge Expertise: Extensive background coordinating travel, transportation, and specialized concierge services (including AmEx Centurion/Platinum desks).
• Adaptable and Structured Mindset: Possess top-tier organizational habits, rigorous attention to detail, and a structured approach, paired with the emotional intelligence to stay cool and fluid when executive styles or creative timelines are a bit looser.
• Absolute Discretion: A track record of handling confidential executive, board and deal information with care.
• Technology Fluency: Expert in Google Workspace and/or Microsoft 365 and expense platforms (e.g., NetSuite); comfortable using AI tools to work faster.

This is a hybrid role based in our New York office three days per week. Some evening and weekend availability is expected for time-sensitive matters. Little to no travel is required.

About Us

VICE Media (www.vicemedia.com) is a global entertainment and media company focused on producing bold, authentic and thought-provoking content across TV, film, sports, digital, news, and branded advertising. We’re powered by two core divisions: VICE Studios, our award-winning studio group who develop, finance and produce premium and culture-defining content for the global marketplace (including hit series Gangs of London and the Dark Side franchise); and VICE Brand Group, which includes the Clio-award winning, full-service advertising agency VIRTUE, and production company London Alley and label Pulse Films. VICE Media also operates joint ventures with A+E for cable television network VICE TV and with Savage Ventures to manage its VICE branded digital platforms. VICE Media investors include Fortress Investment Group, Soros Capital Management and Monroe Capital.

Salary Range: $100,000-$115,000, depending on experience