Media Operations Assistant

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

Job summary

Frederic Media sits within F. Schumacher & Co. and operates across magazine, website, and books. The role focuses on ad sales operations, cross-team logistics, events coordination and project management, working closely with editors and across the Schumacher family of brands.

Responsibilities span IO creation, ad submissions, invoicing, trackers for ad sales and editorial credits, and print order planning. A detail-oriented, organized approach is essential to thrive in this dynamic environment.

Qualifications

• Bachelor’s degree with exposure to data analysis.
• Strong Excel, Illustrator, and PowerPoint skills; comfort with CRM and project-management software (Magazine Manager, Monday.com, Notion).
• Genuine love of magazines and the printed page, with real interest in design and the broader creative world.

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 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
• Work with the Publishing Director to submit book order forms to our book publishing partner, outlining quantity, timing, and details for each order
• 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
• Order office supplies and other items as necessary
• Attend team meetings to collect and convey information, and prepare agendas
• Organize recurring and external meetings
• This is a role with a lot of moving pieces at once, across all three Frederic Media channels — several live trackers, a quarterly production cadence, and a web of people across the company who keep things on schedule. Nothing about it is technically complex, but it rewards someone who’s naturally organized and doesn’t let details slip.

Skills

Data analysis

Organizational skills

Interpersonal skills

Education

Bachelor’s degree with data analysis exposure

Tools

Excel

Illustrator

PowerPoint

Magazine Manager

Monday.com

Notion

Job description

FREDERIC is part of F. Schumacher & Co. (FS&CO), the 137-year-old design house behind Schumacher, Patterson Flynn, Backdrop, and Tillett. Frederic Media spans three channels — FREDERIC magazine, fredericmagazine.com, and Frederic Media Books — and is now celebrating its 5th year in print. Frederic is the most refreshing voice in design, an elixir for a more beautiful life. Unfettered by outside noise, our editors embrace the unique and unexpected. Every glossy page becomes a visual feast of the covetable in a magazine born to be collectible. The magazine covers a range of topics that comprise the well-lived life — interior and garden design, architecture, entertainment, art, travel and more. Named after the visionary Frederic Schumacher, who founded F. Schumacher & Co in 1889, Frederic is a must-read for designers and design lovers looking to stay ahead of the curve.

This role sits on the Frederic Media team’s Publishing and Sales side and touches all three channels — magazine, website, and books. The day-to-day is ad sales operations, cross-team logistics, events coordination and project management. This role will work closely alongside our editors and across the Schumacher family of brands, so a genuine love of magazines, design, and the printed page matters as much as the operational skill set below.

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

Frederic Media Books

• Work with the Publishing Director to submit book order forms to our book publishing partner, outlining quantity, timing, and details for each order
• Liaise with The Hub, our fulfillment partner, on book fulfillment and inventory for event use

Events

• 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

Media Team Operations & Logistics

• 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
• Order office supplies and other items as necessary
• Attend team meetings to collect and convey information, and prepare agendas
• Organize recurring and external meetings

This is a role with a lot of moving pieces at once, across all three Frederic Media channels — several live trackers, a quarterly production cadence, and a web of people across the company who keep things on schedule. Nothing about it is technically complex, but it rewards someone who’s naturally organized and doesn’t let details slip.

Requirements

• 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)
• A genuine love of magazines and the printed page, with real interest in design and the broader creative world
• If you already color-code your calendar, you’ll feel right at home in this job
• Flexible team player willing to do whatever is necessary to keep office operations flowing smoothly, who looks for opportunities to collaborate
• Ability to work independently, think creatively to solve problems, and adhere to deadlines
• Excellent interpersonal skills, including the tact and diplomacy to deal with a variety of colleagues, clients, and vendors
• Comfortable handling a high volume of assignments and working confidently within a small staff
• Detail-oriented, with strong organizational skills and a knack for problem-solving
• Proven ability to multi-task and prioritize
• A calm, steady presence under pressure
• A track record of dependability and a superior ability to take direction and execute well
• Represents the company positively through manners annd actions

We are an Equal Opportunity Employer committed to diversity, inclusion, and equality in the workplace. All qualified applicants will receive consideration for employment without regard to sex, race, color, age, national origin, religion, physical and mental disability, genetic information, marital status, sexual orientation, gender identity/assignment, citizenship, pregnancy or maternity, protected veteran status, or any other status prohibited by applicable national, federal, state or local law.

Salary Range

$60,000 - $65,000 USD