Executive Assistant/HR Coordinator

Job Description:

Boston Globe Media is seeking an Executive Assistant/ Human Resources Coordinator to provide high-level administrative support to the Senior Leadership Team and support BGM’s Employee Engagement events. This person will report to the Senior Director, HRBP and be an integral member of the organization and will be ensuring efficiency and organization in a busy media company.

Responsibilities:

• Develop and maintain positive working relationships with staff, internal and external stakeholders and Senior Leadership team
• Provide comprehensive calendar management to coordinate all aspects of internal and external meetings including scheduling, conference room bookings, catering, and communications
• Work closely with the Building Operations Team to comply with the use of meeting rooms, building security policies and management protocols.
• Schedule and organize internal and external events as required for some members of the Senior Leadership Team.
• Develop general communication and agendas, manage meeting set-up, take and transcribe meeting minutes, where required.
• Work closely with the Talent Acquisition Manager in assistance with interview scheduling
• Work closely with the HR Generalist on Employee Engagement Programming. This includes idea generation, event logistics, communication support, and day of coordination
• Act as a back-up for HR data entry in UKG for the HR Generalist 
• Route correspondence, including emails and phone calls.
• Manage and update travel arrangements for the Senior Leadership Team and for hiring candidates.
• Manage expenses for a few leadership team members.
• Maintain a high level of confidentiality and operate with a high degree of discretion
• Purchase items for office(s) as needed and coordinate deliveries
• Other administrative duties as assigned

Qualifications:

• Bachelor’s degree required
• Minimum of 3-4 years of demonstrated functional Executive Assistant experience and desire to continue in a similar role 
• Manage heavy and ever-changing calendars and email while prioritizing requests and responding in a timely manner
• Exceptional interpersonal and communication skills (verbal and written)
• Experience with event planning and execution
• Ability to handle multiple tasks and to prioritize with proven attention to detail
• Exceptional organizational and project management skills
• Strong attention to detail and highly organized
• Excellent decision-making and problem-solving skills
• Ability to work proactively is essential
• Ability to work with changing priorities and fast-paced environments
• Ability to work autonomously and to efficiently & effectively provide status reports
• A willingness to adapt and be audience focused, with a curious mindset and a commitment to creating an inclusive work environment 

Knowledge/Skills/Abilities

• Desire to work in a fast-paced environment with discretion and sound judgment.
• Demonstrated ability to handle privileged or confidential information with discretion
• Resourcefulness and adaptability
• Comfortable working in an ever-changing environment and newsroom setting
• Excellent time management, organizational and customer service skills.
• Excellent written and verbal communication skills.
• Ability to exercise confidentiality, discretion and diplomacy
• High level of proficiency with Google Suite Products, WebEx, Slack, Teams and Zoom

The BGMP office is located in downtown Boston, near Faneuil Hall and Quincy Market, and is easily accessible by MBTA and commuter rail lines. This position is based in Boston, and candidates should be based in the area or willing to move. This is a hybrid working schedule: Mondays and Fridays remote; Tuesdays, Wednesdays, and Thursdays in the office.

The annual salary for this role is $60,000 - $65,000.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

EEO Statement: At Boston Globe Media, our mission is to empower, connect, and convene our communities with independent, trusted journalism and storytelling. We know a critical part of achieving this is by having a workforce that is representative of the communities we serve. Boston Globe Media is an equal opportunity employer that welcomes candidates and colleagues of all backgrounds, experiences, perspectives, and skills.