Executive Assistant & Operations Coordinator

The New York Times is looking for an EA / Operations Coordinator to be a key partner to the Shows department leadership team. You'll combine sharp administrative support with systems thinking, project management and cross‑functional collaboration to keep our operation organized, efficient and aligned. You will track team‑wide projects from kickoff through post‑mortem, support hiring and onboarding, and the team communications that keep our Shows staff informed, engaged and set up for success.

Alongside this operations and communications work, you'll also provide high‑level executive support to two Shows leaders — managing complex calendars, meetings, travel, expenses and confidential communications — and act as a trusted liaison with internal and external stakeholders.

It is crucial that you are a skilled diplomat and able to collaborate with executives and staff across all levels of the organization, maintaining positive relationships with all stakeholders not only inside Shows, but across the company and externally. The ability to be an effective, assertive communicator who takes initiative, navigates ambiguity, maintains discretion and quickly understands a variety of needs is key.

This is an in-office position, based in New York City and includes regular attendance in the office four days each week. There may be some flexibility to work remotely per your departmental guidance.

Responsibilities:

• Executive Assistant:

• Manage two ever-changing calendars, including vetting and prioritizing meeting requests and coordinating conference calls, interviews, meetings, and complex travel bookings

• Schedule meetings, take and share meeting notes, proactively identify next steps and owners

• Be a sounding board for the executives, helping them work through everything from the challenges of the day to long-term projects and vision

• Maintain a high degree of confidentiality and discretion in regard to all matters and documents; be trusted with highly sensitive and confidential information

• Conduct research, draft memos, and prepare executive for internal meetings

• Have an ear to the ground in the department and surface both successes and challenges that staff are facing

• File all expenses for reimbursement on behalf of the executives

• Department Support:

• Plan and execute events including, but not limited to, town halls, lunches, dinners and social gatherings

• Handle a heavy volume of requests from internal and external stakeholders including, but not limited to, answering inquiries, resolving problems, and making appropriate referrals

• Develop and maintain strong relationships across departments and leadership levels. Serve as a liaison between Shows executives and internal/external stakeholders

• Work closely with the Senior Operations Manager on team events and shared resources such as the seating chart and budgets.

• Operations Work:

• Help support the Strategy and Operations Deputy on team operations related tasks, like hiring, goal setting, team communications and other initiatives

• Manage projects from inception to post-mortem, including developing agendas, tracking action items, driving logistics, scheduling brainstorms and kickoffs with clear timelines and deliverables, communicating regularly with stakeholders, and removing blockers.

• Transparently track projects ensure that all work is up to date and proceeding smoothly

• Coordinate contest entries and handle submissions

• Draft clear, concise internal and external communications — including hiring announcements, job postings, team notes about trainings and opportunities — and partner with Communications, HR/Talent Acquisition, the Deputy of Strategy/Ops and other groups to refine, distribute and track as needed.

• Demonstrate support and understanding of our value of journalistic independence and a strong commitment to our mission to seek the truth and help people understand the world.

• You will report to the Deputy of Strategy & Operations.

Basic Qualifications:

• 3+ years providing administrative and project support to an executive

Preferred Qualifications:

• An organized problem solver with good decision-making skills who is able to get things done in a dynamic working environment
• Demonstrated ability to prioritize and meet deadlines in a fast-paced environment
• Excellent written and verbal communication skills, strong interpersonal and organizational skills, and the ability to take initiative and lead efforts as needed
• You embrace change at a moment's notice, shifting priorities instantly and easily and can manage multiple tasks simultaneously in a fast-paced, high-pressure environment
• You welcome challenges and look for creative solutions
• A passion for journalism and a commitment to the mission of The New York Times

((#LI-Hybrid))