Exec Asst and Office Manager

Job Description

The New York Times Licensing Group supports the company mission by distributing our journalism globally to various organizations and entities. We are seeking a confidential executive assistant and officer manager who will be responsible for helping the leadership team with administrative and operational duties as listed below, including various tasks and projects for the department. Reporting to the Global Head of NYT Licensing, this individual must handle multiple tasks, meet deadlines and be proactive while working with different stakeholders within the company.

Duties for the Global Head of NYT Licensing, the General Manager and the Executive Editor:
  • Provide administrative support with correspondence, internal sales and/or distribution requests, and internal reports, as needed.
  • Maintain confidentiality and discretion with highly sensitive information and documents.
  • Manage an ever-changing calendar, including vetting and prioritizing meeting requests and coordinating conference calls, interviews, meetings, and complex travel bookings.
  • Prepare individual expense reports and review departmental expenses provided by the financial division.
  • Run reports and prepare presentations for the Global Head.
  • Handle all administration related to large meetings and department-wide activities as requested by senior management. Tasks include, but are not limited to, setting up meeting rooms, organizing meals, sending out notices (including calendar invites), getting A/V equipment, and coordinating group travel arrangements.
  • Maintain a departmental filing system, including computer files.
  • Handle requests including, but not limited to, answering inquiries, resolving problems, and making appropriate referrals.
  • Develop and maintain strong relationships with key contacts at various levels within and outside of the company; act as a liaison between the executives and members of the department.
  • Provide a wide range of operational and administrative support and assistance on other related tasks and administrative duties, as assigned.


Duties for the overall Licensing Group:
  • Serve as the main point of contact for matters related to smooth office operations. These include, but are not limited to, becoming the HR liaison with payroll and benefits for employees; and acting as a main contact for facilities, technology, clerical and other departments.
  • Generate profiles and process paperwork for staff additions and departures; responsible for all aspects of onboarding and offboarding of staff, interns, etc.
  • Process invoices for vendors, freelancers and consultants, and approve payments.
  • Distribute mail, newspapers, books, etc.
  • Order office equipment, periodicals/online subscriptions, purchase supplies; maintain general supply closet and order supplies related to the kitchen in Long Island City.
  • Responsible for maintaining department p-card and submitting receipts for approval
  • Handle logistics as needed for conferences, such as newspaper deliveries, etc.
  • Coordinate licensing team and/or client visits to The Times.
  • Serve as backup to operations staff when requested.
  • Provide other operational and administrative support and assistance, as assigned.


Requirements:
  • Professional judgment with respect to detail and confidentiality.
  • Impeccable organizational, decision-making and time management skills; ability to multitask and prioritize, and work under deadline pressure in a dynamic working environment.
  • Excellent interpersonal oral and written communication skills, and the ability to take initiative and lead efforts, as needed.
  • Experience interacting with executive level and staff in a highly professional manner.
  • Ability to research resources, troubleshoot and solve problems creatively.
  • Patience and a sense of humor.
  • Strong general computer skills, including a knowledge of Microsoft Office Suite and Google Docs. Ability to leverage various communication tools such as Slack, and familiarity with Workday.
  • A "no task too big or small" attitude.
  • Ability to embrace change and shift priorities quickly, and manage multiple tasks simultaneously.
  • Tireless commitment to excellence and sweating the details, graciously accepting accountability for the full range of work, including mistakes and missteps.
  • College degree or equivalent preferred

#LI-AM1

The New York Times is committed to a diverse and inclusive workforce, one that reflects the varied global community we serve. Our journalism and the products we build in the service of that journalism greatly benefit from a range of perspectives, which can only come from diversity of all types, across our ranks, at all levels of the organization. Achieving true diversity and inclusion is the right thing to do. It is also the smart thing for our business. So we strongly encourage women, veterans, people with disabilities, people of color and gender nonconforming candidates to apply.

The New York Times Company is an Equal Opportunity Employer and does not discriminate on the basis of an individual's sex, age, race, color, creed, national origin, alienage, religion, marital status, pregnancy, sexual orientation or affectional preference, gender identity and expression, disability, genetic trait or predisposition, carrier status, citizenship, veteran or military status and other personal characteristics protected by law. All applications will receive consideration for employment without regard to legally protected characteristics. The New York Times Company will consider qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local "Fair Chance" laws.