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Executive Support Specialist

2 months ago

New York, New York, United States Hearst Full time
Job Overview

Hearst, a prominent global media and information services organization, is seeking a skilled Executive Assistant to provide vital support to two essential departments within the company. The Corporate Human Resources team is dedicated to delivering HR services to over 500 employees at the corporate level, focusing on aspects such as talent acquisition, employee development, and ongoing personnel support. The People Systems & Operations team offers HR technology and services to thousands of Hearst employees across various business sectors. Together, these departments are integral to numerous initiatives impacting every Hearst division.

The Executive Assistant will play a crucial role in offering daily assistance to the Vice President of HCM & Corporate Human Resources, the Vice President of Infrastructure & HCM Operations, and the Vice President of Human Resources, while also providing general support to the wider teams. This position will involve contributing to various projects and initiatives, some of which will have significant visibility across multiple business units, as well as supporting the recruitment efforts of the Corporate HR team. The ideal candidate will possess the necessary skills and meticulous attention to detail to effectively assist senior executives, along with the drive to exceed the basic expectations of the role. Comfort in both scheduling meetings and creating presentations is essential. The role will report directly to the Vice President of HCM & Corporate Human Resources.

Key Responsibilities:
  • Deliver administrative assistance to the Vice Presidents, including managing calendars, handling expenses, arranging travel, answering phone calls, and addressing general inquiries.
  • Compose various documents, such as project outlines, meeting notes, and summaries, while maintaining an organized document management system.
  • Prepare presentations on diverse topics as directed, ensuring proper formatting and proofreading for accuracy.
  • Generate supporting documentation in Word, Excel, and other formats for meetings and presentations.
  • Review legal documents under the guidance of the Vice President of HCM & Corporate Human Resources.
  • Manage a team calendar that tracks time-off requests, birthdays, and anniversaries.
  • Oversee the annual Corporate Human Resources and Learning Management System (LMS) calendars, ensuring all planned activities are updated and communicated to stakeholders.
  • Organize quarterly team development and social events, collaborating with internal and external parties to create agendas, manage logistics, and provide meeting support.
  • Engage with the Corporate Change Agent community to promote outreach and employee giving initiatives, fostering collaboration and inclusivity.
  • Collaborate with the Corporate HR team to produce a monthly newsletter, including content curation and research.
  • Assist with the recruitment processes of the Corporate HR team, including scheduling interviews and maintaining a master calendar.
  • Coordinate with Real Estate & Facilities to manage floor plans and seating arrangements for the Corporate Human Resources and HCM Operations teams.
  • Order and maintain office supplies.
  • Support additional special projects and assignments as required.
Qualifications:
  • A minimum of three years of relevant experience providing administrative support to senior executives.
  • A Bachelor's degree is preferred.
  • Proficient in Microsoft Office applications, including Excel, Outlook, PowerPoint, and Visio.
  • Strong presentation skills, particularly in PowerPoint formatting and drafting speaker notes suitable for executive use.
  • Extensive experience with Adobe Acrobat applications.
  • Familiarity with HR systems and expense management systems is preferred.
  • Ability to proofread various documents, including legal documents, with confidentiality and discretion.
  • Exceptional attention to detail, adaptability in task prioritization, and experience in fast-paced environments.
  • Capability to collaborate across departments and functions to coordinate meetings, events, and complete various projects.
  • Ability to maintain confidentiality and discretion given the sensitive nature of the work and teams supported.
About Hearst

Hearst is a leading global, diversified information, services, and media company, committed to innovation and excellence for over a century. The organization aims to inform audiences and enhance lives through its diverse portfolio, which includes financial services, healthcare solutions, media networks, and more. Hearst is dedicated to maintaining high-quality standards in its products and services while actively engaging in civic and philanthropic efforts.