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