The posting
Who we are
Semafor is a global news platform for an increasingly complex world in which consumers are overwhelmed by too many news sources and unsure what to trust. We are building Semafor to enable world-class journalists to deliver reporting and insights with rigor in journalistic forms that ensure a new level of transparency. Our editors and reporters distill the most important stories from all over in formats that uncover the forces shaping the stories, explain the interests behind polarizing narratives, and replenish the stock of shared facts. As a global platform, Semafor recognizes that smart people can disagree and that informed readers need to understand alternative points of view from competing centers of power and culture in a multi-polar world. Want to join us? Read on.
About this Role
We are seeking a dynamic and highly organized Executive Business Partner & Office Manager to join our New York City office. This role is pivotal in providing key administrative and executive support to the Chief Commercial Officer and other members of the Sales team, while ensuring the smooth operation of the office. The ideal candidate will possess exceptional organizational skills, a proactive approach, and the ability to manage multiple tasks efficiently. This position is full-time and based out of Semafor’s New York office with the option to work remotely on Fridays.
Your Responsibilities
Executive Business Partner
- Manage and maintain executives' schedules, appointments, travel arrangements, and expenses
- Arrange and coordinate meetings
- Prepare and distribute correspondence, memos, letters, and forms
- Assist in the preparation of research, reports, presentations, and data analysis
- Handle confidential information with discretion
- Monitor and respond to incoming communications (including emails and phone calls) as needed
- Coordinate and manage projects and follow-up actions on behalf of executives to ensure timelines are met
- Act as the point of contact between executives and internal/external clients
- Maintain electronic and hard copy filing systems
- Prepare reports, presentations, and other documents as needed
- Serve as a liaison between the CCO and other departments within the organization on behalf of CCO
- Build and lead the daily operations for the CCO, such as meeting preparation, planning, and research
- Build and run cadence for executive leadership meetings, revenue team meetings, and leadership offsites, including structuring and helping to deliver company-wide communication at direction of CCO
- Project Manage cross-functional strategic initiatives, facilitate special projects, and ensure action items are executed on behalf of the CCO
- Operate at a tactical, strategic, and operational level, handling the oversight of projects that do not neatly fit within the organizational chart or that fall between departments or leadership areas of responsibility
- Acts as an extension of the CCO and information funnel, filter, and facilitator with internal and external stakeholders
- Assess all inquiries directed to the CCO, determine priority and the proper course of action
- Act as the point of contact for the CCO’s direct reports. Triage all incoming requests for the executive’s time and work collaboratively to ensure calendars are aligned with the priorities of the organization
- Proactively follow up with the CCO’s team if and when goals are not being achieved to determine why objectives are not being met. Provide actionable recommendations for improvement
- Promote team integration as well as cross-functional communication and collaboration
- Manage key relationships and build a process to track and nurture key stakeholders, partners, and clients - this includes data entry and maintenance within the company CRMTrack high priority initiatives for the CCO as needed to identify any/potential obstacles
- Provide analysis, recommendations, and options regarding high impact decisions
- Assist in supporting the CCO’s brand & reputation efforts including but not limited to social presence, industry facing events, and thought leadership.
- Other duties as assigned
Office Manager
- Assist with general office management for fast-paced open office spanning newsroom, sales and marketing, and finance teams.
- Perform general administrative duties such as scheduling meetings and space reservations, overseeing office deliveries, and handling mail and packages
- Coordinate with the Office Building Facility team on repairs, problems.
- Order, maintain, and restock inventory of office supplies, kitchen area of snacks, beverages, cups, utensils, etc.
- Coordinate the maintenance of office equipment including printers and copiers, as well as security cameras, alarms, etc.
- Greet visitors and manage front desk operations as needed.
- Assist with set up, check in, and break down for Semafor’s live events, company-sponsored internal events, and employee recognition programs.
- Support in-offices human resource processes including assisting with employee onboarding and offboarding processes.
- Coordinate with Semafor’s IT vendor to ensure office computers are functioning well and serve as the primary point of contact for necessary troubleshooting
- Assist with special projects as needed.
What makes you qualified
- Associate’s or Bachelor’s degree from an accredited university or college.
- 2-4+ years of administrative or office support experience
- Strong written and verbal communication skills
- Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, and Slack
- Ability to prioritize and manage multiple tasks and deadlines
- Must be highly organized, detailed-oriented and have excellent time management skills
- Must be able to work independently in a fast-paced, start-up environment
- Professional demeanor and ability to maintain confidentiality
Compensation: The base salary for this position at the time of posting will range from $65,000.00 - $75,000.00. Individual compensation varies based on job related factors, including business needs, experience, level of responsibility, and qualifications.
Additional job details
Semafor offers a Flexible Paid Time Off (PTO) policy to our full-time, salaried employees who may take paid time off as-needed without a prescribed limit or defined balance.
Semafor, Inc. is an equal opportunity employer and enthusiastically encourages people from all backgrounds and experiences to apply. Semafor, Inc. will consider all applicants without regard to race, religion, color, national origin, ancestry, physical and/or mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, transgender status, age, sexual orientation, military or veteran status, or any other protected characteristic under applicable law.
