Executive Assistant

Dow Jones•New York, NY

16d•$110,000 - $140,000•Onsite

About The Position

We're looking for an exceptional Executive Assistant to support the Dow Jones Chief People Officer (CPO). This is an exciting opportunity to be at the center of a dynamic, global People organization, partnering with senior leaders to keep priorities moving and ensuring the team operates seamlessly every day. Using a high degree of judgment, discretion, and initiative, you'll manage complex calendars, coordinate global meetings and travel, organize leadership meetings and events, prepare materials, and help bring People Team and culture initiatives to life. You'll play a key role in creating an exceptional experience for leaders, employees, and guests while keeping operations running smoothly behind the scenes. No two days are the same, so we're looking for someone who thrives in a fast-paced environment, anticipates needs before they arise, enjoys bringing people together, and takes pride in delivering an outstanding experience in every interaction. In addition to supporting the Chief People Officer, this role will also provide support to the Chief of Staff and the People Leadership Team (PLT) as needed.

Requirements

Experience using different functions within Google Suite and Google drive.
5+ years experience in the administrative assistant field, supporting C-suite executives.
Strong critical thinking skills with the ability to anticipate needs and solve problems proactively.
Knowledgeable about company policy and procedures, department and personnel and of the information industry in general.
Customer-focused (internal and external) - liaises with staff and clients of all levels.
The ability to maintain professional demeanor and calm composure under deadline pressures and in sensitive or stressful situations.
Experience maintaining confidential information with great judgment and discretion.
Ability to manage multiple projects and people simultaneously.
Positive, problem solving attitude.
Team-oriented, ability to bring people together and organize/plan events.

Responsibilities

Maintain the calendar for the CPO, while being attentive to priorities and use of the executive's time. The calendar is managed with a two to three week view.
Ensure that proper preparation, materials and files are available for each day's meetings and events.
Schedule meetings at Dow Jones New York and worldwide offices, to include all off-sites that the executive attends.
Arrange video conferences/teleconferences. When the CPO is dialing into a video conference, the EA is available in case there are technical issues that need troubleshooting or coordination with the NewsTech team.
Coordinate catering needs.
Prepare daily pre-read and meeting material.
Plan domestic and global travel. Arrange flights, rail service, hotel, and car service reservations. Prepare a detailed travel itinerary before each trip.
Maintain confidential files, including competitive and strategic planning information on the CPO's shared folder.
Understand the executive's priorities to anticipate deliverables and follow up.
Review incoming correspondence and draft or send responses.
Provide information and ensure that inquiries are routed and responded to.
Prepare and file travel and entertainment expenses.
Order and maintain inventory of office supplies and subscriptions.
Track expenses and ensure departmental bills are being paid and on budget.
Bind meeting materials and copy or print documents.
Support the CPO with iPad, iPhone or Computer issues.
Organize team and office events.
Maintain and keep the People Team area clean and organized.