Executive Assistant

Condé Nast; New York (NY); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Domestic Partner Benefit Extensions

Free Mental Health Services

Assistance in Refinancing StudentLoans

Long-term Remote Work Pilot

Extended Bereavement leave

Extended Parental Leave

Adoption Financial Support

Job summary

Condé Nast in New York seeks an experienced executive assistant to provide proactive scheduling and operational support for an executive team. You will manage calendars, coordinate meetings, travel, and prepare materials, coordinating with internal and external stakeholders across time zones.

Applicants should have 2+ years of administrative experience, strong writing and organizational skills, and proficiency with Google Suite.

Qualifications

• 2+ years of administrative experience
• College degree required
• Strong writing and verbal communication skills
• Excellent organizational skills and ability to multitask
• Must handle confidential information with discretion

Responsibilities

• Proactive calendar management for executive(s) and prioritization of meetings
• Coordinate meetings, travel, and logistics across time zones
• Prepare materials, agendas, and distribution documents for leadership meetings
• Arrange domestic and international travel with seamless itineraries
• Process business expenses and manage office tasks as needed

Skills

Calendar management

Travel coordination

Stakeholder communication

Discretion & confidentiality

Google Suite

Multitasking

Education

College degree

Tools

Google Workspace

Job description

• Proactive calendar management and prioritization: Providing real-time scheduling support by booking appointments and preventing conflicts
• Ensuring the executive has all relevant preparation and materials that will be reviewed and discussed in meetings
• Gathering inputs from appropriate stakeholders and preparing materials for the executive’s leadership meetings, 1:1 meetings, etc
• Organizing meetings, offsites, activities and team all hands — scheduling, contacting participants, securing location/meeting rooms/venue, catering and tech set-up, owning agendas, preparing documentation for distribution/presenting, capturing actionable next steps, circulating follow-up materials, etc
• Coordinating meeting logistics with internal & external guests — registration with building security if applicable, sharing details around arrival information, greeting and assisting visitors
• Making domestic and international travel arrangements, such as booking flights, cars, making hotel and restaurant reservations. Ensuring seamless travel experience for the executive, creating clear and purposeful itineraries/preparation materials
• Anticipating the needs of others in order to ensure their seamless and positive experience
• Working with a global team across different time zones
• Processing business expenses in a timely manner
• Handling office tasks, such as generating reports and presentations, setting up for meetings, and reordering supplies

Benefits

• Domestic Partner Benefit Extensions
• Free Mental Health Services
• Assistance in Refinancing Student Loans
• Long-term Remote Work Pilot
• Extended Bereavement leave
• Extended Parental Leave
• Added Adoption Financial Support

College degree required2+ years of administrative experienceCandidate must demonstrate emotional intelligence, judgment, discretion, and confidentiality in all mattersExperience with managing international travel and calendars requiredStrong writing and verbal communication skillsExcellent organizational skills and a master multi-taskerSelf-driven, motivated, and solutions-oriented with an ability to “think on your feet” and demonstrate personal accountability, initiative, and follow-throughProficiency with Google suite products (Gmail, Docs, Sheets, etc.) and ability to quickly learn internal systemsIntellectual curiosity and desire to learn the business to facilitate thoughtful team support