Executive Assistant

Condé Nast is one of the world’s most renowned media publishing companies, creating and distributing every type of media today, spanning print and digital publishing in all formats. With a portfolio of some of today’s most influential brands, the company continues to grow its audience through a global operational and content infrastructure across its 12 owned and operated markets. Headquartered in New York City, the company’s owned and operated markets include China, France, Germany, India, Italy, Japan, Mexico & Latin America, Spain, Taiwan, UAE/Dubai, the U.K., and the U.S., with additional local license partners in over twenty additional markets across the globe. Lead brands include Vogue, The New Yorker, GQ, Architectural Digest, Condé Nast Traveler, Vanity Fair, Wired, Allure, Ars Technica, Bon Appétit, House & Garden, Pitchfork, Tatler, and Vogue Business.

Job Description Location:

New York, NY

Condé Nast is seeking an Executive Assistant to provide proactive, reliable support for one of its executives. The Executive Assistant will ensure efficient operation of the executive’s office. Duties may be clerical, administrative and project-based, including: scheduling travel, arranging meetings, planning events, handling information requests, preparing reports and correspondence, and liaising with senior contacts, executive leadership team members, and external partners.

This role represents the executive’s office and requires a partner who can juggle the multiple demands on the executive’s time with ease and grace. The ideal candidate is someone who is highly detail oriented, can balance a high number of internal & external meeting requests and prioritize appropriately. The role needs a self-motivated individual who will proactively anticipate, identify, and meet the needs of the executive.

The Executive Assistant is responsible for confidential and time sensitive material, and as such, requires urgency, efficiency, sensitivity, diplomacy and discretion.

The ideal candidate will have the ability to effectively and professionally communicate via phone, text, slack, and email to ensure that all duties are completed accurately and delivered with high quality, in a timely manner.

Primary Responsibilities

• Proactive calendar management and prioritization: Providing real-time scheduling support by booking appointments and preventing conflicts
• Ensuring the executive has all relevant preparation and materials that will be reviewed and discussed in meetings
• Gathering inputs from appropriate stakeholders and preparing materials for the executive’s leadership meetings, 1:1 meetings, etc.
• Organizing meetings, offsites, activities and team all hands — scheduling, contacting participants, securing location/meeting rooms/venue, catering and tech set-up, owning agendas, preparing documentation for distribution/presenting, capturing actionable next steps, circulating follow-up materials, etc.
• Coordinating meeting logistics with internal & external guests — registration with building security if applicable, sharing details around arrival information, greeting and assisting visitors
• Making domestic and international travel arrangements, such as booking flights, cars, making hotel and restaurant reservations. Ensuring seamless travel experience for the executive, creating clear and purposeful itineraries/preparation materials
• Anticipating the needs of others in order to ensure their seamless and positive experience
• Working with a global team across different time zones
• Processing business expenses in a timely manner
• Handling office tasks, such as generating reports and presentations, setting up for meetings, and reordering supplies

Skills & Qualifications

• 2+ years of administrative experience
• College degree required
• Excellent organizational skills and a master multi-tasker
• Self-driven, motivated, and solutions-oriented with an ability to “think on your feet” and demonstrate personal accountability, initiative, and follow-through
• Intellectual curiosity and desire to learn the business to facilitate thoughtful team support.
• Experience with managing international travel and calendars required
• Proficiency with Google suite products (Gmail, Docs, Sheets, etc.) and ability to quickly learn internal systems.
• Candidate must demonstrate emotional intelligence, judgment, discretion, and confidentiality in all matters
• Strong writing and verbal commun…