Administrative Assistant, Office of the OCEO

Dow Jones & Company•New York City, NY

About The Position

About the Role The Administrative Assistant provides high-level, proactive support to the CEO, ensuring seamless integration between their professional obligations and personal commitments. Working under the direct mentorship and supervision of the Executive Assistant, this role focuses on the "last mile" of execution—managing the intricate details that allow the CEO to remain focused on enterprise leadership. This is a role for a detail-obsessed professional who thrives in a fast-paced, highly confidential environment. This role would report to the Executive Assistant to the CEO.

Requirements

3+ years in a high-stakes administrative role; experience supporting a High-Net-Worth Individual (HNWI) or C-Suite executive is preferred.
An ironclad commitment to confidentiality and the ability to handle sensitive information with poise.
A "no task is too small" mentality and the flexibility to respond to shifting priorities outside of standard 9-to-5 business hours.
Exceptional organizational skills with a knack for anticipating needs before they are articulated.
Ability to represent the CEO's brand with warmth, professionalism, and assertiveness when necessary.

Responsibilities

Support the EA in managing a complex, ever-changing calendar that blends corporate meetings, speaking engagements, and personal appointments.
Coordinate end-to-end travel logistics, including air travel, ground transportation, and detailed "door-to-door" itineraries.
Facilitate seamless transitions between the CEO's professional and personal schedule, ensuring all necessary materials (briefings, attire, or personal items) are prepared in advance.
Act as a secondary point of contact for external stakeholders, vendors, and personal contacts to ensure all engagements are executed to the CEO's standards.
Manage logistics for off-site events, private dinners, and social engagements, often requiring evening or weekend coordination.
Assist with specialized projects and tasks that support the CEO's daily efficiency and well-being.
Maintain the CEO's primary workspace, ensuring all technical and physical requirements are met daily.
Process expenses, manage memberships, and handle sensitive documentation with absolute discretion.
Plan and manage internal team gatherings and executive lunches, overseeing vendor coordination, catering, scheduling, setup, and day-of logistics to ensure a professional and welcoming environment.
Collaborate with the EA on "Office of the CEO" initiatives, providing administrative muscle for special projects and internal communications.