Executive Assistant and Office Manager

Office of the CEO · New York , New York
Department Office of the CEO
Employment Type Full-Time
Minimum Experience Mid-level

At Courier Newsroom, we empower individuals and communities through local reporting that helps people understand and affect the issues impacting their lives. We believe that by investing in the work of local journalists across the country we can positively impact civic participation and build a healthier democracy from the ground up. Through original reporting and community-focused storytelling, delivered to audiences where they get their information online, we highlight the issues and forces that shape our lives while calling attention to the impacts of policy-making and political action at the local level. 

Position Overview

Courier Newsroom and its parent organization Good Information are seeking a diligent, detail-oriented team player to join the organization as the Executive Assistant to the CEO & Office Manager.  This person will manage the day-to-day business activities of the CEO, including managing the CEO’s busy and complex schedule, coordinating meetings with internal and external stakeholders, preparing and tracking the CEO’s expenses and arranging travel. A successful candidate will have experience in scheduling and managing multiple priorities at once, in addition to a positive attitude.  The Executive Assistant must be able to interact with a variety of different stakeholders in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, and with a high level of professionalism and confidentiality.  You will join a small & nimble team in an exciting phase of the organization. 

The Executive Assistant will also support several day-to-day functions of the office and other ad hoc administrative needs.

This position will live at Courier Newsroom's parent organization Good Information Inc. and reports to the Chief of Staff. Remote-first organization with preference for NYC base, but flexible for the right candidate so long as they are able to maintain ET business hours. 

Key Responsibilities:

Executive Support (70%)

  • Independently organize and perform scheduling for the CEO, which includes:
    • Organizing and tracking invitations, speaking engagements and scheduling requests (internal and external)
    • Keeping the CEO’s Google Calendar accurate and updated at all times 
    • Anticipate and circumvent potential conflicts in schedule before they arise
    • Troubleshooting and problem solving as conflicts in schedule arise
    • Work with the Chief of Staff and CEO to ensure that both daily schedule and projected monthly schedule reflect high-level priorities and timelines
  • Plan all travel arrangements for the CEO, including transit and accommodations
  • Prepare the CEO's daily briefing book 
    • Coordinate with the Chief of Staff and CEO to keep the daily schedule on time and notify affected parties when needed
  • Maintain an organized system of contacts, outstanding requests and items that require follow up
  • Maintain applicable receipts and submit expense reports
  • Greet visitors for meetings scheduled with the CEO and other members of the team as needed
  • Assist with ad hoc projects, including occasional personal projects and administrative tasks

Office Management (30%)

  • Perform accounts payable processing and other basic accounting functions: 
    • Approve and process payments and employee expense
    • Management of organization’s accounting firm and process 
    • Reconciliations and filling out payments with proper coding.
  • Run bi-monthly payroll through the organization’s HRIS system 
  • Serve as the organization’s administrative and people manager: 
    • Maintaining human resources files in accordance with laws, regulations, and established standards.
    • Assisting new employees with their orientation to the organization, benefits enrollment, and tax forms; and
    • Hire and onboard new team members; offboard as necessary 
  • Support and facilitate limited contract management, liaising with our external counsel when necessary.

Candidate Profile: 

  • Bachelor Degree 
  • 4+ years of relevant experience (including internships & possible campaign experience)
  • Able to work well under pressure and be flexible in an ever-changing, high-growth environment
  • Strong working knowledge of Microsoft Office and Google Suite
  • A reputation for being a detail-oriented team player with a strong desire to exceed expectations & good at logistics
  • Familiarity with business and financial principles, as well as budgeting, forecasting, and P&L statements
  • Working knowledge of management software programs, including QuickBooks, Gusto, Bill.com and Corpayone.com 
  • Strong written and verbal communication skills
  • Ability to independently prioritize projects and daily workload 
  • Positive attitude and collaborative approach to teamwork and problem solving
  • Passionate about democracy and the changing media industry 

Thank You

Your application was submitted successfully.

  • Location
    New York , New York
  • Department
    Office of the CEO
  • Employment Type
  • Minimum Experience