Executive Assistant & Operations Coordinator

About the Role, Mission or Department Overview

The Executive Assistant and Operations Coordinator provides high-level administrative and operational support to the Senior Vice President (SVP) of Print Products and the Production Leadership team. You will go beyond traditional scheduling to serve as a central hub for the print department's daily operations, vendor workflows, and internal communications. You will report to the SVP of Print and work an onsite schedule at our Print Plant, located in Flushing, Queens.

Responsibilities:

Executive Support & Calendar Management:

• Manage the active, complex daily calendar for the Senior Vice President of Print Products, resolving scheduling conflicts.

• Coordinate internal and external meetings, including print vendor reviews, budget alignments, and departmental events (handling agendas, tech setup, and catering).

• Manage comprehensive travel arrangements and process expense reports, invoices, and check requests.

• Handle confidential business strategies, financial data, and personnel information with strict judgment.

Departmental Operations and Print Logistics:

• Assist the Senior Vice President in tracking project timelines and production deliverables across the print products portfolio.

• Be the liaison for external print vendors, suppliers, and distributors; assist with processing vendor invoices and tracking procurement orders.

• Oversee daily department operations, managing staff seating layouts, storage for physical print assets/samples, equipment maintenance, and supplies.

• Manage department onboarding/offboarding, track team PTO/vacation calendars, and maintain accurate organizational charts.

• Manage critical department files, digital archives, resources, and shared documentation spaces.

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

Basic Qualifications:

• 5+ years of experience providing administrative support for senior-level executives.
• Proficiency with HRIS, procurement, and expense software (e.g., Workday, Coupa, Zip, Concur, or similar tools).

• Capability in establishing organizational and prioritization systems for leadership teams.

• Experience tracking and balancing recurring daily administrative tasks while supporting the needs of leadership teams.

• Prior collaboration with Leadership teams managing departmental workflow and vendor relationships.

Preferred Qualification:

• Experience working within a print production, publishing, or supply chain environment.

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For roles in the U.S., dependent on your role, you may be eligible for variable pay, such as an annual bonus and restricted stock. Benefits may include medical, dental and vision benefits, Flexible Spending Accounts (F.S.A.s), a company-matching 401(k) plan, paid vacation, paid sick days, paid parental leave, tuition reimbursement and professional development programs. 

For roles outside of the U.S., information on benefits will be provided during the interview process.

We’re excited to learn more about you and your experience. To keep our hiring process as fair and authentic as possible, we ask that you submit your own work and not use GenAI tools to generate substantive content during the application and interview process.

If you’re an Engineering candidate, we’ll let you know what specific GenAI tools you are permitted to use for your technical assessment.

The New York Times Company is committed to being the world’s best source of independent, reliable and quality journalism. To do so, we embrace a diverse workforce that has a broad range of backgrounds and experiences across our ranks, at all levels of the organization. We encourage people from all  backgrounds to apply.

We are  an Equal Opportunity Employer and do not discriminate on the basis of an individual's sex, age, race, color, creed, national origin, alienage, religion, marital status, pregnancy, sexual orientation or affectional preference, gender identity and expression, disability, genetic trait or predisposition, carrier status, citizenship, veteran or military status and other personal characteristics protected by law. All applications will receive consideration for employment without regard to legally protected characteristics.  The U.S. Equal Employment Opportunity Commission (EEOC)’s Know Your Rights Poster is available here. 

The New York Times Company will provide reasonable accommodations as required by applicable federal, state, and/or local laws. Individuals seeking an accommodation for the application or interview process should email reasonable.accommodations@nytimes.com. Emails sent for unrelated issues, such as following up on an application, will not receive a response.

The Company encourages those with criminal histories to apply, and will consider their applications in a manner consistent with applicable "Fair Chance" laws, including but not limited to the NYC Fair Chance Act, the Los Angeles Fair Chance Initiative for Hiring Ordinance, the San Francisco Fair Chance Ordinance, the Los Angeles County Fair Chance Ordinance for Employers, and the California Fair Chance Act.

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