Executive Assistant (National Geographic Content)

The National Geographic Publicity team is seeking a highly organized and detail-oriented Executive Assistant to support senior leadership with a variety of administrative responsibilities. This role includes managing calendars, completing expense reports, coordinating travel, handling internal and external communications, and assisting with content publicity and events. The Executive Assistant will support the team in creating presentation materials, providing project management, organizing department meetings, and collecting weekly updates for senior leadership.

The ideal candidate will be an effective administrator, maintaining confidentiality and representing the department professionally to both internal and external stakeholders. A high level of attention to detail, the ability to manage multiple projects with tight deadlines, and a professional demeanor are essential. Strong verbal and written communication skills and proficiency with office software are required.

Key Responsibilities:

• Provide day-to-day administrative support for three senior leaders within the publicity and events team.

• Manage schedules, calendars, and meetings, providing real-time scheduling support.

• Coordinate meetings with necessary details and ensure effective communication.

• Handle office tasks such as creating reports, preparing presentations, and setting up for meetings and events.

• Manage leaders’ time efficiently, multi-task, and communicate clearly with team members.

• Screen and prioritize incoming emails, forwarding them to appropriate team members.

• Arrange travel plans, including flights, cars, and hotel reservations, ensuring travel details are accessible to leaders.

• Prepare and submit business-related expenses using Concur/SAP delegate role in a timely manner.

• Regularly correspond with senior-level executives’ assistants and external/internal partners professionally via phone and email.

• Support the Nat Geo Content Communications team by sending PR updates and assisting with screening events.

• Handle executive mail, shipping requests, supply orders, and invoice processing.

• Take on additional administrative projects as assigned.

Basic Qualifications:

• 1+ years of experience on a high-volume desk in a fast-paced environment.

• Strong commitment to maintaining confidentiality for all matters and documents.

• Ability to make independent decisions regarding sensitive and confidential information.

• Exceptional attention to detail and organizational skills with the ability to manage multiple high-priority projects.

• Proactive in anticipating executive needs and efficiently managing office time.

• Professional, friendly demeanor for handling a variety of responsibilities and interacting with diverse personalities.

• Ability to work under tight deadlines while maintaining a calm and professional attitude.

• Strong written and verbal communication skills to effectively interact with senior executives and business contacts.

• Proficiency in administrative skills including phone handling, filing, and general office tasks.

• Competence in Microsoft Word, Excel, Outlook, PowerPoint, Keynote, Google Sheets, and Zoom.

• Willingness to work overtime when required.

• Team player with the ability to work collaboratively across various departments.

• Positive attitude, proactive, resourceful, and flexible.

Preferred Qualifications:

• 1+ years of experience as an Executive Assistant supporting a senior executive (e.g., Vice President).

• Passion for television and familiarity with industry concepts and practices, particularly in marketing.

• Experience in the entertainment industry, ideally within publicity or marketing.

• Ability to troubleshoot technical issues as they arise.

• Working knowledge of SAP and Concur systems.

• Experience in project management.

• Experience working with talent and staffing events.

Required Education:

• Bachelor’s degree in communications, journalism, or a related field preferred.