Hearst Television Executive Assistant - O, The Oprah Magazine in New York, New York

O, The Oprah Magazine is seeking an Executive Assistant to report directly to the SVP/Publisher and the Associate Publisher of Sales & Marketing, and to assist the sales and marketing staff at large.

The ideal candidate must be able to juggle multiple requests, tasks, and calendars and operate with poise and grace under pressure. Ideal candidate must be extremely organized, have excellent communication skills, and possess a positive, can-do spirit. The Executive Assistant will maintain a professional and personable decorum at all times and is expected to be a team player and set a leadership example in the office. The Executive Assistant is an ideal position for a recent grad with strong internship experiences or an experienced assistant eager to learn and develop a career in the print and digital publishing/media world.

Responsibilities:

  • Proactively manage the Publisher and Associate Publisher’s schedules throughout the day, ensure they are each prepared in advance for their meetings, confirm appointment time, location and attendees, and find the best transportation route

  • Assist in managing the office – order supplies, schedule group activities, be the point of contact to building management with any maintenance issues and help to keep our team running smoothly

  • Over time manage the hiring and training of sales assistants

  • Arrange and coordinate meetings and events, schedule reservations and book travel for Publisher and Associate Publisher

  • Ensure sales assistants have pulled all pre-call information and necessary materials and confirm presentations are complete prior to client meetings

  • Proactively manage travel; must present solutions when travel arrangements change

  • Attend and provide support at signature events; including RSVP management, event check in, set up and break down

  • Manage Publishers and Associate Publisher’s expenses; complete and submit expense reports bi-weekly

  • Monitor emails throughout the day for “to-dos” and important information and communicate to the Publisher and Associate Publisher

  • Maintain consistent and open communication with supervisors and staff; send follow-ups on the status of a task or project that you are assigned, respond to emails to confirm receipt and send reminders to the team as needed

  • Manage reception of guests and clients; greet visitors and direct food delivery/packages

  • Attend in meetings/brainstorms/calls (sales, marketing, account management, etc.); participate and take notes as needed

  • Run reports through Media Radar, formatting them to print and working fluently in Excel

  • Maintain discretion and confidentiality of the Publisher and Associate Publisher’s calendar and tasks

  • Other responsibilities: Manage sales meeting presentation and preparation, collect and conduct share of market reports, facilitate training sessions as needed, collect itineraries from staff on a weekly basis, book conference rooms, manage catering, etc.

Qualifications:

  • Ability to multi-task and not get overwhelmed

  • Master of administrative skills in an extremely fast-paced environment: answering phones, handling deliveries, coordinating travel, etc.

  • Strong time management skills, able to prioritize and meet deadlines.

  • High-level energy

  • Exceptional attention to detail

  • Excellent communication skills, both verbal and written

  • Eager learn and look at challenges as opportunities to grow and challenge yourself

  • Calendar management skills required

  • Proficient in Outlook, Word, Excel, PowerPoint, and Adobe Acrobat

  • Media Radar and Sales Force experience a plus

  • Bachelor’s Degree

  • At least 1 internship or sales assistant experience in media/publishing