Executive Assistant, Editorial

About Totei

Totei

is dedicated to expanding appreciation for craft in all its forms, inviting readers into a broader and more nuanced understanding of what it means to create. Through vivid written and visual storytelling, we go deep with the people shaping culture—artists, musicians, filmmakers, designers, authors, photographers, and more—to reveal the inspiration, process, rigor, and curiosity behind their practices. The spirit of exploration and discovery is central to everything we do.

The Role

Totei is seeking an Executive Assistant to work directly with our Editor-in-Chief across the brand's editorial and business back end. This is a genuinely hybrid job: You’ll manage the EIC’s calendar and priorities, facilitate meeting and production scheduling, have insight and assist on editorial needs across print, social video, events, and marketing, and keep schedules honest across all of it. You’ll also have opportunities to write. We’re a small team, so the person in this role touches many moving parts of the publication and will see how a magazine gets made from the inside. This is a rare opportunity to join a team early and grow with it.

Responsibilities

Executive Assistant responsibilities:

• Manage the EIC’s calendar, facilitating scheduling on internal editorial and external partner, talent, and business or brand meetings
• Prepare agendas, briefing materials, and background research ahead of meetings and interviews
• Take notes in meetings, keep editorial leadership action items moving forward
• Book travel and track and submit expenses for editorial leadership, and for contributors as needed
• Monitor and maintain public-facing inboxes, escalating inbound comms as needed

Brand responsibilities:

• Assist on production for brand extensions as needed, including scheduling space and locations, gathering and tracking paperwork, and keeping related assets organized and accessible
• Act as a liaison between different departments on schedule maintenance
• Work with the EIC, brand leadership, comms, and marketing partners on campaign timelines, launch plans, and promotional materials
• Contribute ideas for stories, social video concepts, event programming, and brand marketing
• Track timelines, deliverables, contracts, and invoices across print, video, events, and brand marketing projects

Editorial responsibilities:

• Maintain an internal calendar of upcoming cultural events and releases
• Opportunities to write short pieces and franchise entries, with the opportunity to grow into longer assignments
• Contribute to the newsletter
• Research, fact-check, and report as needed
• Contribute in editorial brainstorms and pitch meetings
• Support the Managing Editor on production in Sanity, our CMS, as needed

Qualifications

Basic qualifications

• Deep interest in storytelling and arts journalism
• 1-2 years in an editorial, executive assistant, or comparable role, including internships
• Experience managing a busy calendar and coexisting timelines, ideally for a senior leader
• Genuinely organized, with a record of tracking many small things without dropping them
• Detail-oriented and ready to be the last line of defense against typos, scheduling conflicts, and missed follow-ups
• Clear, precise communication skills across writing and meetings
• Discretion with the EIC’s correspondence, talent, contributor rates, contracts, and unpublished work
• Ability to work out of our New York City office

Preferred qualifications

• Enthusiasm for the mission and working in a collaborative environment
• Experience supporting an executive in media, publishing, or the arts
• Familiarity with print production, video, events, or marketing
• Familiarity with contracts, invoicing, or freelance payment systems
• Experience with Sanity or another CMS
• Able to operate in a fast-moving environment, with flexibility around projects and deadlines as needed
• Prior experience working in new media or in a startup environment

Salary Range:

$62-70k

To apply, send the following to [email protected] with the subject “Executive Editorial Assistant - [Your Name]”:

• Your résumé

• 2-3 writing samples, published or unpublished

• Include in the body of your email, a note introducing yourself and your interest in Totei

  , and describing your experience supporting a senior leader or managing complex schedules

Totei is an Equal Opportunity Employer and does not discriminate on the basis of race, color, gender, sexual orientation, gender identity or expression, religion, disability, national origin, protected veteran status, age, or any other status protected by applicable national, federal, state, or local law.