Administrative Assistant, Opinion

Dow Jones & Company•New York City, NY

6d•Hybrid

About The Position

The Wall Street Journal's Opinion section is looking for a New York-based administrative assistant to help support our team’s excellent journalism. This person would work closely with other members of the support staff team on multiple daily administrative duties, clerical tasks and ad hoc projects as needed in order to keep the department’s operations running smoothly. This role will also support the Editorial Features editor and the Free Expression editor, along with their respective teams. Responsibilities include handling administrative, clerical and financial tasks, such as processing freelance contributor invoices and managing freelance contracts. We’re looking for a collaborative team player with a proactive, positive “can do” attitude, a strong work ethic and demonstrated administrative experience. This person should be an effective communicator who is excited about partnering with experienced and dedicated administrative colleagues to maintain a strong level of support for the Opinion section’s daily operations. This position is based in our New York office.

Requirements

7+ years of proven administrative experience
Undergraduate degree and/or equivalent work experience is preferred
Familiarity with WSJ Opinion is a plus
Knowledge of and interest in current events
Strong teamwork and collaboration skills are a must
Very detail-oriented with strong organizational skills
Excellent verbal and written communication skills
Ability to prioritize jobs, manage time, and work independently
Familiarity with using video conferencing
Ability to communicate effectively and appropriately with a professional demeanor when dealing with VIP guests of the editorial board
Concur, Excel, SAP, Zoom, proficiency in G-Suite (Gmail, Google Calendar scheduling, Google Drive, Google Docs & Sheets, etc.)
Adobe Sign

Responsibilities

Assist Business Manager with office administration projects and basic support of business operations for Opinion, such as answering department phone calls, document scanning and printing, equipment maintenance, supplies, onboarding and offboarding of employees, coordinating IT requests, etc.
Assist the Editorial Features and Free Expression teams with invoice and contract management, purchase orders, correspondence, calendar management, travel booking, assisting editors with expense report preparation, etc.
Track freelance contributions for monthly and yearly financial reports.
Manage the onboarding of new freelance contributors’ payment information and compliance forms.
Process freelance contributor payments and invoices in SAP.
Manage freelance contracts by using the Adobe Sign to send, track and retain agreement documents.
Assist the administrative team with sorting and delivering mail to the appropriate recipients in the office; open book galleys and review copies for the Books team; ship review copies to contributors.
Act as the department liaison with IT to support editors and writers in resolving technology issues.
Communicate and collaborate with team members to ensure seamless maintenance of office operations. This requires backing up team members during scheduled and unscheduled time off and leaves.