Assistant Secretary Jobs in Springfield, NJ (NOW HIRING)

About the Role

The New York Times is looking for an experienced executive assistant to support the company's corporate and governance team. You will work with lawyers and legal professionals to support important corporate obligations and to ensure that all board-related activities-including meetings, documentation, governance processes, and member communications-are executed with accuracy, professionalism, and discretion. You will report directly to the Vice President, Associate General Counsel and Assistant Secretary.

As the Executive Assistant you will:

• Coordinate and maintain the calendar for Board of Directors and Committee meetings, including coordinating with executive leadership calendars and board member availability, and assist with meeting coordination and communication to Board members.

• Coordinate meeting logistics, including conference room reservations, meals, technology needs, transportation, and accommodations; coordinate with Building Services, IT, and other internal teams in advance of all meetings to ensure seamless execution.

• Support the Assistant Secretary, the corporate paralegal, other members of the corporate and governance team, and other internal teams to ensure Board and Committee materials are finalized and distributed in a timely manner.

• Working with the Corporate Paralegal and other colleagues, coordinate logistics for the annual Board strategy meeting, Annual Stockholder Meeting, Board dinners, and related events.

• Assist with, or route handling of, director requests in a timely manner, such as processing director expense reimbursements, including collection of receipts and supporting documentation.

• Undertake various administrative tasks critical to Board support, including drafting correspondence and notifications to Board members; vendor management, including onboarding and handling invoices; and maintaining up-to-date contact lists.

• Working with the Corporate Paralegal, ensure appropriate handling of Board and Committee records in compliance with company policy. That includes maintaining minute books for the Board of Directors and Committees and coordinating reminders and follow-up for D&O questionnaires, UWC signatures, and other governance documentation requirements.

• Assist with SEC reporting processes, including signatures and documentation related to Disclosure Committee certifications, Form 10-Ks, Form 10-Qs, and other SEC reporting processes.

• Provide administrative support to the Vice President, Associate General Counsel and Assistant Secretary, as well as other lawyers on the corporate and governance legal team, including managing calendars and meeting scheduling, meeting room and technology logistics, and preparing expense reports and travel arrangements. Provide backup support for administrative coverage for other legal teams as needed.

• Perform additional administrative duties and special projects as assigned.

• Demonstrate support and understanding of our value of journalistic independence and a strong commitment to our mission to seek the truth and help people understand the world.

Basic Qualifications:

• 10 or more years of administrative assistant experience required, with a preference for experience supporting Board operations or senior executives.

• Bachelor's degree or equivalent years of professional experience

• Proficiency with Google Workspace and related software (Docs, Sheets, Slides).

• Experience with expense management systems, travel coordination, and invoice processing.

• Ability to maintain confidentiality and handle sensitive information with discretion.

Preferred Qualifications:

• Experience supporting public company Board governance activities, including working with Board portals such as Diligent.

• Ability to build strong relationships with executives, internal stakeholders, and external partners.

• Ability to anticipate needs, solve problems proactively, and manage multiple competing priorities while consistently meeting deadlines, maintaining professionalism under pressure, and improving operational efficiency wherever possible.

• New York State Notary Public a plus, but not required.

REQ-020281

Additional Compensation and Benefits
For roles in the U.S., dependent on your role, you may be eligible for variable pay, such as an annual bonus and restricted stock. Benefits may include medical, dental and vision benefits, Flexible Spending Accounts (F.S.A.s), a company-matching 401(k) plan, employee stock purchase plan, paid vacation, paid sick days, paid parental leave, tuition reimbursement and professional development programs.
For roles outside of the U.S., information on benefits will be provided during the interview process.