Magazine Operations & Events Assistant

Schumacher; New York (NY); On-site; USD 60,000 - 65,000; Full time

Job summary

Frederic Media is seeking an organized operations professional to support ad sales, books, and events across magazine, website, and print formats. The role emphasizes IO management, project tracking in Magazine Manager and Monday.com, and collaboration with editors and the Frederic team.

You’ll coordinate print orders, book fulfillment, events logistics, and editorial credits, with a strong eye for detail and deadlines.

Qualifications

• Bachelor’s degree, with some exposure to data analysis.
• Strong Excel, Illustrator, and PowerPoint skills; comfort picking up CRM and project-management software (we use Magazine Manager, Monday.com, and Notion)

Responsibilities

• Create and manage Insertion Order process (IOs), Ad film submissions, and Ad invoices in Magazine Manager and Monday.com our ad sales and CRM systems; stay current on features and updates
• Maintain weekly Ad Sales Estimates and Positioning trackers, including ad placement within each issue
• Maintain the Ad Submissions tracker: log ad materials (“film”) as they arrive for each issue and route them to the Art Director, pushing advertisers when materials are running late
• Assist the Sales Director with mailing printed issues to advertisers, preparing tear sheets (the printed page showing an ad as it ran, sent to advertisers as proof of publication), and prepping for sales meetings
• Maintain an editorial credit tracker: when a brand’s product — a chair, table, vase, watch, for ex— appears in an editorial photo shoot, that’s a “credit” for the brand.
• Work alongside the Publishing Director and outside agency on preparing print orders (distribution plan) for each quarterly Volume of the magazine
• Liaise with The Hub, our fulfillment partner, on book fulfillment and inventory for event use
• Maintain the Events tracker and events calendar, and liaise with the Events team on deliverables — our events include book signings, advertiser-sponsored happenings, and our annual IT List Gala
• Track book inventory for events, and submit printer order forms to arrange magazine copies needed for events
• Using Monday.com and Notion, our project management tools, manage calendars, projects, and team tasks across our core trackers: Publishing Strategy (cross-team project status), Production Schedule, the Magazine Timeline (the print schedule for each issue), and Frederic Marketing Weekly

Skills

Data analysis

Excel

Illustrator

PowerPoint

Education

Bachelor’s degree

Tools

Magazine Manager

Monday.com

Notion

Job description

Frederic Media is seeking an organized operations professional to support ad sales, books, and events across magazine, website, and print formats. The role emphasizes IO management, project tracking in Magazine Manager and Monday.com, and collaboration with editors and the Frederic team.

You’ll coordinate print orders, book fulfillment, events logistics, and editorial credits, with a strong eye for detail and deadlines.