Executive Assistant

The Associated Press is an independent global news organization dedicated to factual reporting. Founded in 1846, AP today remains the most trusted source of fast, accurate, unbiased news in all formats and the essential provider of the technology and services vital to the news business. More than half the world's population sees AP journalism every day.

The AP Fund for Journalism (APFJ) seeks a strategic-minded Executive Assistant to the Executive Director. The Executive Assistant is a key member of the APFJ leadership team and is responsible for providing support to the Executive Director and serving as a liaison to the board of directors and the leadership team. The assistant also manages special projects on a wide range of complex and confidential matters.

The assistant must have a strong business sense along with passion for the critical and central role they play in the organization and its mission. The successful candidate is service-focused, solutions-oriented, works with a sense of urgency to meet goals and deadlines, and values personal accountability and ownership for their work. The ideal candidate is experienced in handling a wide range of administrative and executive support-related activities, as well as scheduling and preparation for events, speaking engagements and conferences.

The APFJ is the sister organization to the Associated Press, which will require flexibility, the ability to manage colleagues within their own organization and across the AP. Because the APFJ is a new but rapidly growing organization the candidate will need to be comfortable with evolving processes and navigation of a wide range of internal and external relationships with senior executives of both organizations as well high-profile external relationships. The ability to build positive relationships within all levels of both organizations with a high degree of professionalism and confidentiality is integral. Astute judgment, intuition and self-management with minimal direction are keys to succeeding in this role. A clear and consistent communicator who is committed to actively supporting a diverse and inclusive work environment is also key.

The successful candidate may work on a hybrid schedule based out of our New York office and must have the flexibility to work for an organization whose sister organization is a 24/7 global news organization, which may include some nights and weekends when special events and meetings may be scheduled.

Key Responsibilities

• Manage and maintain the daily schedule through strategic calendar management, including prioritizing and arranging meetings
• Plan, book and coordinate all aspects of international and domestic travel
• Attend meetings, take notes and follow-up on tasks assigned
• Prepare correspondences, presentations and reports independently and from rough drafts or written copies
• Screen and prioritize phone, email, along with internal and external written communications
• Resolve problems for internal and external stakeholders by responding to inquiries and coordinating appropriate referrals
• Prepare, submit and file T&E reports
• Plan and manage logistics for multiple events including staff meetings, board meetings and other gatherings as needed. The role may also include coordination of external events with funders and other stakeholders.
• Develop relationships among all levels of both organizations and with key contacts outside of the organization
• Maintain discretion and confidentiality
• Other duties and special projects as assigned
  
  

Qualifications

• At least 3-5 years’ experience as an executive assistant with at least 2 years supporting C-Level executives is required
• Ability to maintain discretion, thrive in a time-pressured environment, and meet all deadlines is mandatory
• High ability to manage multiple tasks simultaneously including planning and logistics management that may involve several stakeholders
• Proven ability to act autonomously, anticipate needs, and initiate/complete tasks
• Prior experience planning meetings and events for executives and/or board of directors with white glove service
• Excellent written and interpersonal communication skills along with the ability to deal seamlessly with senior staff members and board of directors
• Exceptional organizational skills, meticulous attention to detail, and strong multitasking abilities
• Ability to analyze problems and develop solutions without direct supervision
• Advanced proficiency MS Office is essential (Excel, Outlook, PowerPoint, Word)
• Advanced-level professional competency in written and spoken English language is required.
• Authorization to work in the United States for any employer is mandatory.
  
  

Salary & Benefits: The anticipated salary range for this position is $90,000 - 110,000, contingent on experience and other job-related factors. The Associated Press offers comprehensive benefits which include:

• Competitive medical, dental and vision coverage
• Retirement benefits
• Company paid life insurance
• Paid vacation and sick days
• Paid parental leave for any new parent
• Mental health resources
  
  

Benefits may vary based on the job, full-time or part-time schedule, location, and collectively bargained status.

Application deadline is January 29, 2025 at 11:59pm EST.

AP seeks to build an inclusive organization grounded in respect for differences. We support all aspects of diversity and provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, marital status, national origin, age, sexual orientation, gender identity, disability, status as a veteran, or other characteristic protected by law. We encourage members of historically underrepresented communities, including women and BIPOC, to apply.