Executive Assistant, Editorial

Totei; New York (NY); Hybrid; USD 62,000 - 70,000; Full time

Job summary

Totei is seeking an Executive Assistant to work directly with our Editor‑in‑Chief across editorial and business back end. This genuinely hybrid role involves managing the EIC’s calendar, preparing briefs, scheduling meetings, travel, and expenses, and supporting editorial needs across print, social video, events, and marketing.

You’ll touch many moving parts of a magazine early on, with opportunities to write, learn, and grow in a small, collaborative team in New York City.

Qualifications

• Deep interest in storytelling and arts journalism.
• 1–2 years in editorial roles or as an executive assistant.
• Experience managing a busy calendar for a senior leader.
• Highly organized with ability to track many small items.
• Detail-oriented with proofreading and scheduling discipline.
• Ability to work out of the New York City office.

Responsibilities

• Manage the Editor‑in‑Chief’s calendar and scheduling for internal editorial and external meetings.
• Prepare agendas, briefing materials, and background research for meetings and interviews.
• Take notes in meetings and track editorial leadership action items.
• Book travel and track expenses for editorial leadership and contributors as needed.
• Monitor and maintain public-facing inboxes and escalate inquiries as needed.
• Assist on production for brand extensions, campaigns, and marketing timelines.
• Contribute ideas for stories, social video concepts, events, and brand marketing.
• Support editorial production in Sanity CMS as needed.

Skills

Calendar management

Editorial support

Discretion

Organization

Communication

Attention to detail

Tools

Sanity CMS

Job description

About Totei

Totei is dedicated to expanding appreciation for craft in all its forms, inviting readers into a broader and more nuanced understanding of what it means to create. Through vivid written and visual storytelling, we go deep with the people shaping culture—artists, musicians, filmmakers, designers, authors, photographers, and more—to reveal the inspiration, process, rigor, and curiosity behind their practices. The spirit of exploration and discovery is central to everything we do.

The Role

Totei is seeking an Executive Assistant to work directly with our Editor-in-Chief across the brand's editorial and business back end. This is a genuinely hybrid job: You’ll manage the EIC’s calendar and priorities, facilitate meeting and production scheduling, have insight and assist on editorial needs across print, social video, events, and marketing, and keep schedules honest across all of it. You’ll also have opportunities to write. We’re a small team, so the person in this role touches many moving parts of the publication and will see how a magazine gets made from the inside. This is a rare opportunity to join a team early and grow with it.

Responsibilities

Executive Assistant responsibilities:

• Manage the EIC’s calendar, facilitating scheduling on internal editorial and external partner, talent, and business or brand meetings


• Prepare agendas, briefing materials, and background research ahead of meetings and interviews


• Take notes in meetings, keep editorial leadership action items moving forward


• Book travel and track and submit expenses for editorial leadership, and for contributors as needed


• Monitor and maintain public-facing inboxes, escalating inbound comms as needed

Brand responsibilities:

• Assist on production for brand extensions as needed, including scheduling space and locations, gathering and tracking paperwork, and keeping related assets organized and accessible


• Act as a liaison between different departments on schedule maintenance


• Work with the EIC, brand leadership, comms, and marketing partners on campaign timelines, launch plans, and promotional materials


• Contribute ideas for stories, social video concepts, event programming, and brand marketing


• Track timelines, deliverables, contracts, and invoices across print, video, events, and brand marketing projects

Editorial responsibilities:

• Maintain an internal calendar of upcoming cultural events and releases


• Opportunities to write short pieces and franchise entries, with the opportunity to grow into longer assignments


• Contribute to the newsletter


• Research, fact-check, and report as needed


• Contribute in editorial brainstorms and pitch meetings


• Support the Managing Editor on production in Sanity, our CMS, as needed
  

Qualifications

Basic qualifications

• Deep interest in storytelling and arts journalism


• 1-2 years in an editorial, executive assistant, or comparable role, including internships


• Experience managing a busy calendar and coexisting timelines, ideally for a senior leader


• Genuinely organized, with a record of tracking many small things without dropping them


• Detail-oriented and ready to be the last line of defense against typos, scheduling conflicts, and missed follow-ups


• Clear, precise communication skills across writing and meetings


• Discretion with the EIC’s correspondence, talent, contributor rates, contracts, and unpublished work


• Ability to work out of our New York City office

Preferred qualifications

• Enthusiasm for the mission and working in a collaborative environment


• Experience supporting an executive in media, publishing, or the arts


• Familiarity with print production, video, events, or marketing


• Familiarity with contracts, invoicing, or freelance payment systems


• Experience with Sanity or another CMS


• Able to operate in a fast-moving environment, with flexibility around projects and deadlines as needed


• Prior experience working in new media or in a startup environment

Salary Range:

$62-70k

Totei is an Equal Opportunity Employer and does not discriminate on the basis of 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.