Project Coordinator, Public Affairs & Communications

Hearst Magazines; New York (NY); On-site; USD 90,000 - 100,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k)

Paid time off

Job summary

Hearst Magazines is seeking an experienced administrative professional to support the Senior Vice President, Public Affairs and Communications. You will manage complex calendars, coordinate executive communications, and assist with high-profile projects across Hearst Tower initiatives, ESG efforts, and strategic programs.

The role blends administrative duties with strategic project work, offering exposure to senior leadership, live experiences, and opportunities for mentorship and growth in a

Qualifications

• Minimum 2 years of experience reporting to a senior-level executive.
• Bachelor of Arts degree required.
• Advanced Microsoft Office skills (Outlook, PowerPoint, Excel).
• Comfortable using AI tools (e.g., ChatGPT, Copilot) to improve productivity and support projects.
• Excellent attention to detail, proofreading, and editing skills.
• Strong ability to collaborate and delegate responsibilities.
• Ability to handle competing demands in a high-pressure environment.
• Exceptional interpersonal skills and professional demeanor.
• Ability to communicate clearly with senior management.
• High energy and intellectual curiosity.

Responsibilities

• Manage complex calendars with varying scheduling requirements.
• Coordinate executive communications and scheduling of meetings.
• Prepare for meetings with senior executives and guests, including logistics.
• Draft and edit copy for public-facing reports and internal communications.
• Help organize events and employee engagement programs related to key initiatives.
• Track project timelines, action items, and deliverables across multiple initiatives.
• Route inbound communications to appropriate resources.
• Understand company policies and decision-making protocols.
• Participate in meetings and conferences as needed.
• Research and analyze peer companies' public-facing activities and industry trends.
• Contribute to internal brainstorming for Hearst programs.
• Design PowerPoint presentations for executive audiences and build Excel files with basic formulas.

Skills

Calendar management

Executive communications

Event coordination

PowerPoint

Excel

Research & analysis

Drafting communications

Collaboration

Clear communication

High energy

Education

Bachelor of Arts

Tools

Microsoft Office

AI tools

Job description

Hearst, one of the world’s leading diversified media and information services companies, is seeking an experienced individual to support the Senior Vice President, Public Affairs and Communications. In this role, the individual will provide administrative support and participate in key Hearst projects and initiatives, many with high-level exposure across multiple businesses. An estimated 25% of time is spent on admin duties (most critically, calendar management), with the balance dedicated to project work around: (1) supporting the creation of a new high-profile, multimedia, experiential build-out at Hearst Tower, (2) Hearst’s ongoing ESG initiatives (see Hearst360), and (3) additional strategic initiatives. The ideal candidate combines the skills and attention to detail required to support a senior executive with a passion for live experiences and location-based entertainment. This role suits someone highly ambitious who is looking for significant exposure to senior leadership, strategic initiatives, and opportunities for professional growth and mentorship.

Responsibilities:

• Manage complex calendars with varying scheduling requirements.
• Coordinate executive communications, including taking calls, scheduling Teams/Zoom meetings, responding to emails, and interfacing with other executives, employees, and guests.
• Prepare for meetings with senior executives and guests, including reserving space, arranging catering, preparing documents, and handling other logistics.
• Draft and edit copy for public-facing reports, newsletters, and internal communications.
• Help organize events and employee engagement programs related to key initiatives.
• Track project timelines, action items, and deliverables across multiple strategic initiatives.
• Field inbound communications and exercise sound judgment in routing requests to the appropriate resource.
• Understand company policies and procedures, written and unwritten, to ensure appropriate decision-making protocols are followed.
• Participate in meetings and conferences as needed.
• Research and analyze the public-facing activities of peer companies, synthesizing key learnings and industry trends to present to colleagues.
• Bring a strong passion for location-based entertainment developments across industries and in media.
• Contribute to internal brainstorming sessions for future Hearst programs.
• Design PowerPoint presentations for executive audiences and build Excel files with basic formulas to analyze data.

Qualifications:

• Minimum 2 years of experience reporting to a senior-level executive.
• Bachelor of Arts degree required.
• Advanced Microsoft Office skills (Outlook, PowerPoint, Excel), with the ability to learn company-specific programs and software.
• Comfortable using AI tools (e.g., ChatGPT, Microsoft Copilot) to improve productivity, conduct research, draft communications, and support project work; curious about emerging AI capabilities and eager to incorporate them into daily workflows.
• Excellent attention to detail, proofreading, and editing skills.
• Strong ability to collaborate and delegate responsibilities.
• Ability to handle competing demands in a high-pressure, dynamic environment.
• Exceptional interpersonal skills and a friendly, professional demeanor.
• Ability to communicate clearly and effectively, including with senior management.
• High energy and intellectual curiosity.

Compensation

In accordance with applicable law, Hearst is required to include a reasonable estimate of the compensation for this role if hired in New York City. The reasonable estimate, if hired in New York City, is $90,000 - $100,000. Please note this information is specific to those hired in New York City. If this role is open to candidates outside of New York City, the salary range would be aligned to that specific location. A final decision on the successful candidate’s starting salary will be based on a number of permissible, non-discriminatory factors, including but not limited to skills and experience, training, certifications, and education. Hearst provides a competitive benefits package, including medical, dental, vision, disability and life insurance, 401(k), paid holidays and paid time off, employee assistance programs, and more.