Executive Operations Associate

This is a Full Time Job

We are seeking a highly organized, detail-oriented, and proactive Operations Associate with a background in media or publishing to support a member of our executive team. The successful candidate will serve in an executive assistant capacity, partner with leadership, ensure smooth operations, effective communication across the team, and optimal use of time and resources.

RESPONSIBILITIES

What You'll Do:

Executive Support:
• Provide comprehensive administrative support to a member of our executive team.
• Organize and manage travel arrangements and itineraries.
• Manage complex calendars, meetings, and appointments across time zones.
• Handle expense reports and budget tracking.
• Prepare and proofread documents, reports, and presentations as requested.
• Handle confidential information with discretion and professionalism.

Communication and Liaison:
• Act as a central contact for internal and external stakeholders.
• Manage incoming calls, emails, and inquiries.
• Facilitate effective communication across leadership, departments, and timelines.

Project Management:
• Support in coordinating and managing logistics and initiatives on behalf of leadership.
• Prioritize tasks to meet deadlines efficiently.
• Identify areas for improvement, conduct research and provide thoughtful recommendations.

QUALIFICATIONS

Who You Are:
• Bachelor's degree or equivalent work experience.
• Proven experience as an executive assistant, chief of staff, or a similar role with a background in media or publishing.
• Exceptional organizational and time-management skills.
• Proficiency in Microsoft Office Suite and other relevant software.
• Excellent problem-solving abilities.
• Strong attention to detail.
• Adaptability and the ability to work in a complex environment, understanding media and publishing industry dynamics.
• Extraordinarily resourceful, a proactive thinker with the ability to self-direct and work independently.
• Experience using Microsoft Office Suite (and Concur, preferred).
• Superior communication skills and proven ability to collaborate well with others.
• Strong sense of discretion, confidentiality, and good judgment when handling classified information.
• Can-do attitude, eager to observe, learn, and tackle new projects.
• Able to multi-task, prioritize, and meet deadlines in a fast-paced environment.

Hearst Magazines provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veterans status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.