Essential Job Details

• Position Title: Virtual Office Manager (Administrative Assistant)
• Department: International Business Times
• Location: Anywhere (Remote) with option for New York office later
• Employment Type: Contract
• Opportunity Type: Current Opening
• Number of Vacancies: Not specified
• Salary: Not specified
• Category/Department: Administration / Office Management
• Reporting To: Finance Director or Executive Team (specific role not detailed)
• Application Deadline: Not specified (Open until filled, apply promptly)

Introduction

International Business Times (IBT Media), a fast-growing global digital news organization, is seeking a Virtual Office Manager (Administrative Assistant) to join its team, with the flexibility to work remotely or transition to its New York office later, starting in 2025. This role combines front-desk receptionist duties with administrative support, ideal for a detail-oriented professional with experience in coordinating across time zones. With today being July 2, 2025, at 11:13 PM EAT, this is an urgent opportunity to apply and start a career in a globally connected media environment reaching over 30 million monthly readers.

About International Business Times

IBT Media, headquartered with a significant presence in New York, is a leading digital news organization delivering insights to over 30 million monthly readers worldwide. With innovations across its newsroom and platforms, IBT engages a new generation with content tailored to their interests, business needs, and global understanding. Offering remote work options, IBT fosters a dynamic, inclusive culture across journalism, technology, and business. As a Virtual Office Manager, you’ll support this mission by ensuring efficient administrative operations, contributing to a globally impactful team. Explore more at IBT Media Careers.

Key Responsibilities

• Scheduling Support: Assist with scheduling for executives and staff, utilizing Google Calendar to manage high-level meetings across time zones with precision.
• Financial Assistance: Support the Finance Director with reports and data collection, ensuring accurate and timely financial documentation.
• Job Advertisement Management: Manage and post job ads across internal and external platforms, enhancing recruitment efforts for IBT.
• Vendor and Facility Coordination: Serve as the primary point of contact, managing relationships with building management and vendors to maintain a clean and efficient office; oversee maintenance, repairs, cleanings, and improvements.
• Contract and Budget Management: Negotiate and manage vendor contracts, maintain the office budget, and process invoices and expenses with diligence.
• Technical Liaison: Liaise with vendors for copiers, telephony, and other services, troubleshooting issues to ensure operational continuity.
• Utility Troubleshooting: Address utility inquiries from New York sites (e.g., Verizon, Con Ed), resolving issues promptly to support office functionality.
• Additional Duties: Perform other tasks as requested by the executive team, demonstrating flexibility and initiative.

Qualifications and Skills

• Experience: Proven experience coordinating calendars and high-level meetings across time zones, preferably in a remote or media environment
• Education: Diploma or Degree in Business Administration, Office Management, or a related field (preferred but not specified)
• Technical Skills:
  • Proficiency in Google Calendar, Excel, and Google Docs for scheduling and data management
  • Comfort with digital tools and basic troubleshooting of office technology
• Interpersonal Skills:
  • Excellent verbal and written communication skills
  • Detail-oriented with strong prioritization and multitasking abilities
  • Team player with discretion, superb decision-making, and a proactive, self-starter attitude
• Preferred: Experience in a media or international business setting to align with IBT’s global operations

Company Culture and Values

IBT Media cultivates a fast-paced, innovative, and inclusive culture, valuing journalism, technology, and business synergy. With a global team engaging over 30 million readers, IBT prioritizes adaptability, insight, and digital excellence. Offering remote work flexibility, the company fosters a diverse workplace where professionals can grow. As a Virtual Office Manager, you’ll thrive in this environment, supporting a mission to inform and connect a worldwide audience.

How to Apply

Apply now for the Virtual Office Manager (Administrative Assistant) position. Submit your application via IBT Media Careers, ensuring your CV highlights experience with Google Calendar, time zone coordination, and administrative skills. Applications are open until filled, so apply promptly. Only shortlisted candidates will be contacted. Official communications will be through the career portal, and no fees are implied.

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virtual office manager, administrative assistant, remote jobs, Nairobi job opportunities, IBT Media careers

Why Choose This Virtual Office Manager Role?

A Global Administrative Opportunity

The Virtual Office Manager (Administrative Assistant) role at International Business Times offers a chance to manage administrative tasks remotely or from New York, starting in 2025. This position is ideal for a detail-oriented professional with scheduling expertise, eager to support a global media leader.

IBT’s Global Reach from Nairobi/New York

With a presence in New York and remote flexibility, IBT leverages Nairobi’s growing digital hub and New York’s media epicenter. The Virtual Office Manager will enhance operational efficiency, aligning with global journalism trends.

Career Benefits of the Role

This Virtual Office Manager position offers:

• Remote Flexibility: Work from anywhere with internet access
• Skill Development: Enhance scheduling and vendor management skills
• Global Exposure: Support a media organization with 30M+ readers
• Career Growth: Transition to on-site roles in New York
• Dynamic Environment: Engage with journalism and technology

The role provides a foundation for a career in administration or media operations.

Day-to-Day Responsibilities in Detail

As a Virtual Office Manager, your daily tasks will include:

• Scheduling: Coordinate meetings using Google Calendar
• Data Support: Assist with financial reports
• Job Posting: Manage recruitment ads
• Vendor Liaison: Oversee maintenance and contracts
• Troubleshooting: Address utility and tech issues
• Budget Tracking: Process invoices and expenses

These tasks ensure a smooth office operation.

Technical and Soft Skills Development

The Virtual Office Manager role hones a range of skills, including:

• Scheduling Skills: Master Google Calendar across time zones
• Communication: Excel in vendor and team interactions
• Multitasking: Prioritize multiple deadlines
• Decision-Making: Handle discretion and choices
• Digital Proficiency: Use Excel and Google Docs effectively
• Proactivity: Anticipate and resolve issues

These skills are transferable to administration, project management, or media roles.

Why Remote/New York?

Remote work offers flexibility, while New York provides a media hub. Both support IBT’s global outreach, offering networking and a dynamic professional environment.

Industry Trends in Media Administration

Media administration is shifting toward remote operations, digital tools, and vendor efficiency. The demand for skilled managers is rising, driven by IBT’s global growth. As a Virtual Office Manager, you’ll lead these efforts.

Application Tips

To stand out for the Virtual Office Manager role:

• Highlight Experience: Emphasize calendar coordination and meetings
• Showcase Skills: Detail Google Calendar and communication abilities
• Craft a CV: Focus on remote work and multitasking
• Apply Promptly: Submit via IBT Media Careers
• Include Flexibility: Note willingness for New York transition

Work Environment and Culture

IBT Media offers a collaborative and innovative work environment, valuing diversity and digital progress. As a Virtual Office Manager, you’ll work remotely or on-site, supported by a global team.

How This Role Contributes to Global Development

By joining as a Virtual Office Manager, you’ll support IBT’s journalism mission, enhancing global information access. Efficient operations will boost media reach, aligning with digital growth trends.

Networking and Professional Growth

The Virtual Office Manager role offers connections with media professionals, vendors, and executives. Engaging with networks like the International Association of Administrative Professionals can boost your career, with IBT providing growth opportunities.

The Importance of Timing

With today’s date being July 2, 2025, at 11:13 PM EAT, the open deadline allows immediate application. Acting now ensures early consideration, maximizing your chances.

Long-Term Impact and Fulfillment

This role offers a chance to impact global media operations, aligning with IBT’s mission. The fulfillment from supporting a connected world can enhance your professional satisfaction.

Challenges and Rewards

Challenges include managing time zones and vendor issues, balanced by rewards like global collaboration and skill growth. These experiences will build your versatility.

Support and Resources

IBT provides digital tools, training, and a supportive team. As a Virtual Office Manager, you’ll have resources to excel, backed by IBT’s media expertise.

Community and Media Engagement

This role involves engaging with vendors and staff, enhancing your coordination and networking skills. Supporting media events will add practical experience.

Future Career Pathways

Skills gained here open doors to Office Manager, Operations Coordinator, or Leadership roles within IBT or similar media firms, leveraging your growing expertise.

Final Call to Action

Don’t miss the opportunity to join International Business Times as a Virtual Office Manager (Administrative Assistant). Apply now via IBT Media Careers. Start your career in a global media team and support innovative journalism.