Description

The Executive Assistant/Scheduler to the CEO will play a crucial role in managing the CEO's calendar and activities, ensuring efficient scheduling, and handling a variety of administrative tasks. Reporting to the Chief of Staff, this position will also support sponsorship management and fulfillment, hotel reservations, mail processing, invoice and billing submission, expense reports, event RSVPs, and coordination of schedules for the Executive Leadership Team and the larger company Leadership Team.

Schedulers need to fulfill multiple duties. Responsibilities include:

Manage CEO’s calendar, scheduling meetings that are either in person, zoom, or phone call.
Schedule appointments and assist with travel arrangements and dinner reservations.
Making phone calls and sending emails reminding people of appointments as well as calling reservations/travel in advance of CEO arrival.
Communicating with professionals about appointment availability both internally externally
Resolving scheduling conflicts.
Anticipating conflicts based on travel, other meetings, etc. and proactively working to resolve conflicts.
Coordinate monthly Executive Leadership Team meeting dates as well as larger company Leadership Team quarterly meeting dates.
Assist with any documentation that needs to be prepared prior to meetings.
Work with the facilities team to ensure office space is properly stocked at all times.
Submit invoices and billing statements for processing.
Prepare and submit expense reports.
RSVP to events on behalf of the CEO.
Support the Chief of Staff with various administrative tasks and special projects as needed.
Assist with sponsorship fulfillment for the Executive Office.

Qualifications:

Prior experience in a role involving complex scheduling, coordination, or administrative responsibilities, preferably in an environment requiring professional communication and interaction with executives
Ability to work discreetly and in a highly confidential position.
Written and oral communication skills representative of the CEO and Executive Office
Active listening and being open to making accommodations that sometimes occur at the last minute.
Ability to work within Microsoft Outlook calendar program.
Highly organized and comfortable with complex logistics
Attention to detail to ensure the calendar is up-to-date and all times.
Problem-solving and multitasking
Data entry/typing skills.
Comfortable with Ticketmaster and technology
Bachelor’s degree in business administration or related field
High level of discretion and ability to closely guard confidential information.

This position will work four days in office. Please submit resume and cover letter.

This position is exempt under the Fair Labor Standards Act and is not eligible for overtime pay.

Pay Transparency Disclosure:

The estimated salary range for this position is $65,000 to $75,000.00.

The final salary offering will take into account a wide range of factors, including experience, accomplishments and location. The salary range provided should not be considered as a salary limit or cap. In addition to base salary, Crain also offers competitive benefits including retirement plan savings contributions and bonus opportunities based on individual and company performance.

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About Crain Communications:

Crain Communications is a leading business news and information company with a portfolio of 24 media brands that provide indispensable coverage and data for professionals globally and across sectors, including advertising, automotive, finance, healthcare, staffing, and workforce solutions. Many of Crain’s brands are the most influential media properties in the industries and communities they serve, including Ad Age, Automotive News, Pensions & Investments, Modern Healthcare, Staffing Industry Analysts, as well as Crain’s regional business brands. For more than a century, our dedication to deep sector expertise and journalistic integrity has enabled us to provide trusted insights across all our platforms, empowering today’s business leaders to make industry-shaping decisions. To learn more about Crain Communications, visit crain.com.

Environmental Demands

Where you work matters. The job posting will provide specific information on where and when your amazing work would be performed. Employee work location is determined by the needs of the specific team and may include on-site, hybrid or remote.   

An “in-office” role would require the employee to come into the office most days with occasional flexibility to work remotely if tasks can be performed elsewhere and if the manager approves.
A “remote” role would allow an employee to work from a home office that is in one of the states Crain does business in. We can only employ a remote / "work from home" employee if they reside in one of these states: AZ, CA, CO, FL, GA, IL, MD, MA, MI, MN, NV, NY, NC, OH, OR, TN, TX, VA, WA, WI, and Washington, DC.
A “hybrid” role would be a mix of in-office and remote work. There may be a specified schedule for coming into the office or it could be at the discretion of the employee with the manager’s approval.

Many positions will also include work done in “the field.” Depending on the role, this may include conducting in-person interviews, attending work-related events, meeting with sources or clients. Specifics will be noted in the job posting.   Employees may be exposed to adverse environmental conditions, specifically during field work. Other typical job functions are performed under conditions such as those found in general office work. 

Travel to cover news stories/events, meetings with clients, and to our geographically separated offices may be required.  It is the nature of many positions to experience non-standard working hours and be on-call when needed for responding to email, meeting with clients, attending work-related events, story development or breaking news. Most employees perform work Monday through Friday, although early-morning, evening or weekend shifts may be required.   

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of many Crain jobs.

Physical activities will include frequent in-person or virtual interactions.  For most positions, it is essential to be able to remain at a desk/computer workstation for prolonged periods, perform computer-related tasks, and create/maintain documents within filing systems.  Must have close visual acuity to perform an activity, such as preparing and analyzing reports and information, transcribing, viewing a computer terminal, or extensive reading.  The typical physical requirements are light work—exerting up to 25lbs of force occasionally and/or up to 10lbs of force frequently and may include climbing, pushing, standing, hearing, walking, reaching, grasping, kneeling, stooping, and repetitive motion.  Some positions will have additional physical requirements, including exerting up to 50lbs of force to move and/or carry equipment, supplies, files, or other materials as the role requires.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions and meet the environmental and physical demands of the role.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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Executive Assistant / Scheduler