Executive Assistant
Hearst Communications - New York, NY
posted 23 days ago
About the position
Hearst, one of the world's 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 high-level 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 attention-to-detail 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.
Requirements
- Minimum three years of related work experience providing administrative support to senior executives.
- Bachelor's 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 attention-to-detail, quick ability to reprioritize tasks and familiarity working in fast-paced 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.
Benefits
- Medical insurance
- Dental insurance
- Vision insurance
- Disability insurance
- Life insurance
- 401(k)
- Paid holidays
- Paid time off
- Employee assistance programs
