The New York Times is looking for an admin/bureau manager for its Berlin bureau. This role will entail operational and administrative tasks to ensure that our Berlin office runs smoothly and our journalists are supported. As an admin manager, you will be the point person for the Berlin Bureau and play a critical role in aiding the bureau chief, reporters, and stringers with local operations. In this role you will also onboard new hires locally and ensure smooth transitions between Bureau Chiefs. In addition, you will collaborate and align with our global operations managers in Seoul, London and New York to ensure the Berlin Bureau is up to date on protocols and editorial needs.
Our ideal candidate has excellent communication skills and should enjoy solving difficult logistical problems in high-speed environments. This is a job for someone who can stay organized under pressure and prioritize tasks effectively. The role is varied; from approving expenses and arranging travel, calculating monthly expenses to analyze and summarize the budget for the bureau across multiple departments, to coordinating with HR and Global Mobility on specific needs of a reporter.
The ability to manage competing deadlines, troubleshoot, and juggle multiple projects with attention to detail are a must, as is an ability to write clearly and concisely in English. This is a full-time, paid position and reports directly to our Berlin Bureau Chief.
Main Responsibilities:
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Manage the operational tasks of the bureau, including budgets and banking, processing of expenses, assisting in managing payroll, tax compliance, and funds coming in and out of the bureau.
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Collaborate with operations managers in Seoul, London and New York on protocols, budgets, and onboarding.
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Handle immigration files, travel, visa and permissions for staff and visitors of the bureau.
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Oversee the bookkeeping needs of drivers and other support staff.
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Track and handle payments of freelance journalists and stringers in Germany.
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Liaise with HR, Global Mobility and IT departments on a regular basis.
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Oversee relations with vendors and service providers to the bureau.
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Ensure compliance with health and safety legislation in the bureau, and work closely with security advisers to maintain an emergency checklist and safety equipment in the bureau.
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Assist with basic ad-hoc research, translation and planning tasks when required
Basic Qualifications:
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Fluent in English and German
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Highly numerate and comfortable working with spreadsheets and budgets
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Good general computer skills are also a must (Google Suite or Ms Word, Excel, G-Suite)
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Experience in using Notilus, Workday, Egencia or other expense systems would be desirable but not essential
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Excellent organizational skills; ability to prioritize with strong attention to accuracy
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Excellent communication skills, written and verbal
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Shows initiative, identifies tasks and troubleshoots without instruction
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Ability to deal with management and staff in a highly professional manner
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Unimpeachable integrity and ability to maintain discretion and protect information
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Believe in the The New York Times mission and values, and have interest in working for a media organization.