Executive Assistant
Executive Assistant
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$ 75000 - 93000
1 Vacancy
Job Description
Hearst one of the worlds leading media and information services companies is hiring an experienced Executive Assistant to support two departments that are critical to the ongoing operations of the company. The Corporate Human Resources team provides HR support to the more than 500 employees that are part of the corporate office. The team covers everything from talent attraction to development and ongoing support. The People Systems & Operations team provides HR technology and services to the thousands of Hearst employees across all business units. Together these two departments form the backbone of many initiatives that touch each Hearst business.
The Executive Assistant will provide daily support to the Vice President HCM & Corporate Human Resources the Vice President Infrastructure & HCM Operations and the Vice President Human Resources with additional general support of the broader teams. This role will also support various projects and initiatives some with a highlevel of exposure across multiple businesses as well as the recruiting function with the Corporate HR team. The ideal candidate will be someone with both the skills and attentiontodetail to effectively support senior executives as well as the ambition to go beyond the basic requirements of the role. The ideal candidate will be just as comfortable scheduling a meeting as they are building a presentation. The role will report directly to the Vice President HCM & Corporate Human Resources.
Responsibilities:
- Provide administrative support to the Vice President HCM & Corporate Human Resources the Vice President Infrastructure & HCM Operations and the Vice President Human Resources including calendar management expense management travel arrangements answering telephones and managing general inquiries.
- Draft various documents including project plans meeting notes and summaries and maintain a suitable document management/retention system.
- Draft presentations on various topics and as directed including publishing and formatting each section and proofreading to ensure the accuracy of the material.
- Create backup and supporting documentation in Word Excel and other formats for various presentations and meetings.
- Proofread various legal documents at the direction of the Vice President HCM & Corporate Human Resources.
- Maintain a team calendar that includes all time off requests birthdays and anniversary dates.
- Maintain the annual Corporate Human Resources and Learning Management System (LMS) calendars which include all planned activity for the year. Proactively check for updates publish as needed and alert key stakeholders.
- Coordinate quarterly team development and social events working with internal and external stakeholders to develop the agenda sort the logistics ensure materials are prepared and sent in advance and provide meeting support (e.g. conference room setup calendar management etc..
- Lead and actively engage with the Corporate Change Agent community to advocate for and drive various community outreach and employee giving opportunities fostering collaboration and promoting inclusion.
- Partner with the Corporate HR team to draft a monthly newsletter including curation of content and research on associated topics.
- Support the recruiting function of the Corporate HR team including coordinating and scheduling interviews and maintaining a master calendar.
- Coordinate with Real Estate & Facilities to maintain floor maps and seating arrangements for the Corporate Human Resources and HCM Operations teams.
- Order and stock office and other supplies.
- Assist with other special projects and assignments as needed or directed.
Qualifications:
- Minimum three years of related work experience providing administrative support to senior executives.
- Bachelors degree preferred.
- Strong skills and extensive experience using Microsoft Office applications including Excel Outlook PowerPoint and Visio.
- Strong presentation skills including PowerPoint slide formatting look and feel and drafting of speaker notes suitable for an executive.
- Strong skills and extensive experience using Adobe Acrobat applications.
- Some experience with HR systems and expense management systems preferred.
- Ability to proofread various documents including legal documents with appropriate confidentiality and discretion.
- Strong attentiontodetail quick ability to reprioritize tasks and familiarity working in fastpaced environments.
- Ability to work across various departments and functions to coordinate meetings events and to complete various projects as needed.
- Ability to maintain confidentiality and discretion given the nature of the work being done and the teams being supported.
In accordance with applicable law Hearst is required to include a reasonable estimate of the compensation for this role if hired in New York City. The reasonable estimate if hired in New York City is $75000$93000. Please note this information is specific to those hired in New York City. A final decision on the successful candidates starting salary will be based on a number of permissible nondiscriminatory factors including but not limited to skills and experience training certifications and education.Hearst provides a competitive benefits package including medical dental vision disability and life insurance 401(k) paid holidays and paid time off employee assistance programs and more.
In accordance with applicable law Hearst is required to include a reasonable estimate of the compensation for this role if hired in New York State. The reasonable estimate if hired in New York State is $75000$93000. Please note this information is specific to those hired in New York State. A final decision on the successful candidates starting salary will be based on a number of permissible nondiscriminatory factors including but not limited to skills and experience training certifications and education.Hearst provides a competitive benefits package including medical dental vision disability and life insurance 401(k) paid holidays and paid time off employee assistance programs and more.
Employment Type
Full-Time
