Administrative Assistant

Job Description

Editorial Administrative Assistant

Hearst Magazines' Enthusiast Group is looking for an ambitious, organized, detail-oriented administrative assistant. In this role, you'll manage calendars, meetings, expenses, and contracts, and coordinate big and small staff events.

What you'll do
• Manage Editorial Director's calendar, travel plans, and expenses.
• Manage staff PTO calendar, distribution list, and print calendar.
• Coordinate staff events, meetings, and team trainings.
• Assist editors with travel reservations and questions.
• Oversee database of fact-checkers and ensuring their projects are returned in a timely fashion.
• Address Easton office logistics and IT requests.
• Assist in planning and executing editorial and membership event and award submissions.
• Review all external editorial content assignments and handle contract-request flow-communicating with assigning editors, Hearst legal team, and contributors-to ensure that copy/photo rights and model releases are secured before publication.
• Submit related temp-employee requests and assist with onboarding.
• Update Coda freelance contract codes and users.
• Execute general admin responsibilities (e.g. tracking down issues, handling gifts for special moments, making reservations, and more).

Who you are
• You have very strong organizational, issue-resolution, and decision-making skills.
• You are a multitasker who thrives in a fast-paced environment.
• You have sound judgment and discretion (especially when handling confidential material).
• You have prior experience with administrative duties in a related role or internship.
• You have knowledge of PowerPoint and Excel (or similar Google tools).
• You have exceptional time-management skills and are able to regularly meet deadlines.
• You have excellent communication skills and are comfortable corresponding with all levels across the organization.
• You have a keen interest in media, how it happens, and its ongoing evolution.
• Prior experience writing and reporting and/or organizing editorial projects is a plus.

The base salary for this role is between $45,000 and $50,000. The actual base pay offered is dependent upon many factors, such as transferable skills, work experience, business needs, and market demands. The base pay range is subject to change and may be modified in the future.

As part of its continued efforts to maintain a safe workplace for employees, Hearst Magazines requires that all employees who receive a written offer of employment be fully vaccinated (as defined by the CDC) against the coronavirus by the first day of employment as a condition of employment, to the extent permitted by applicable law. Hearst Magazines will consider requests for reasonable accommodations on an individual basis in accordance with applicable legal requirements.

Jobcode: Reference SBJ-gx5zpq-13-59-82-167-42 in your application.