Shire Veteran Jobs

The News 12 and Optimum Media Marketing organizations are looking for a strong Administrative Assistant who will act as a key connector in the daily business and senior executive administration operations. This role will report to the CCO & SVP of Distribution for News 12 in our LIC and local newsroom offices, and will provide administrative support to several senior leaders, as well as day-to-day support for the broader News 12 organization and Optimum Media marketing team. The role will require regular travel to N12 offices located across the tri-state area. The person in this role will be highly visible to all levels of the organization and tasked to complete varied administrative duties while exercising discretion and sound judgment on a consistent basis.

• Serve as the point of contact for assigned Senior Leaders and key business stakeholders to ensure an effective communication flow and efficient operations across both News 12 and the Optimum Media marketing teams.
• Support the development of building a strong workplace culture with a focus on teamwork, collaboration, responsiveness, and fun; coordinate team building/social events.
• Plan virtual, on-site, and off-site meetings, local community events, and special events, working with appropriate cross-functional colleagues to ensure seamless execution.
• Coordinate executive schedules and manage calendars, including scheduling internal meetings, external engagements, candidate interviews, etc., for assigned leaders.
• Maintain full ownership of the on-air talent contract management process, including routing for signature, archiving, and developing a tracking mechanism for flagging contract expiration and opt-out windows.
• Prepare high level PowerPoint presentations for various meetings, including gathering, inputting, and formatting relevant content.
• Arrange travel, including the arrangement of flights, hotels, car service, etc.; prepare expense reports.
• Facilitate payments to vendors through oversight of the full lifecycle of Oracle iProcurement, including setting up new vendors, creating Purchase Order requisitions, and receiving invoices.
• Assemble and edit meeting-related materials and distribution of materials, including agendas, status reports, presentations, room reservations, catering, and distribution of leadership team emails/communications.
• Support the coordination where needed on new hire onboarding (including contractors), equipment ordering/distribution, workspace assignments, etc.
• Create and maintain organization charts and process flows.
• Provide all other general administrative support for assigned Senior Leaders, including greeting visitors, preparing materials for all hands and leadership meetings, and other duties as assigned.

• High School Diploma or equivalent required; advanced education preferred
• Previous experience in an administrative support role supporting a large, fast-paced functional area.
• Experience supporting multiple senior/executive leaders concurrently
• Strong organization and analytical skills with the ability to handle multiple tasks simultaneously and manage small projects
• Demonstrated ability to anticipate needs before they arise and proactively resolve issues
• Strong verbal and written communication skills, as well as the ability to interact with all levels of management. Ability to maintain the highest degree of confidentiality and diplomacy
• Experience with virtual meeting software (eg: Microsoft teams, Skype, WebEx, or equivalent) required; experience with Microsoft Teams preferred
• Experience with Oracle software applications, particularly iProcurement module, is preferred
• Highly proficient in Office 365, specifically Outlook, Excel, and PowerPoint
• Experience with marketing projects, advertising, event planning preferred
• Flexibility in schedule required, including the ability and willingness to be available on evenings and weekends as needed
• Ability and willingness to travel to regularly travel to various newsroom locations - Bethpage - NY, Norwalk - CT, Edison - NJ, Bronx - NY