Job summary
The Executive Assistant provides administrative support to the Dow Jones Chief People Officer and executive team members.Responsibilities include managing the executive's calendar, preparing materials for meetings and events, scheduling meetings, arranging video conferences, coordinating catering needs, maintaining files, and more.Applicants should have experience using Gmail, Google Calendar, and other Google Suite tools, as well as 5+ years of experience in the administrative assistant field.
Job seniority: mid-to-senior level
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, including all off-sites that the executive attends.• Arrange video conferences/teleconferences and troubleshoot technical issues.• Coordinate catering needs and prepare daily pre-reads and meeting material.• Plan and coordinate domestic and global travel, including flights, hotels, and car service reservations.• Maintain confidential files and anticipate deliverables and follow-up based on the executive's goals and objectives.• Review incoming correspondence, draft or send responses, and provide information when appropriate.• Prepare and file travel and entertainment expenses, order and maintain office supplies, track expenses, and bind meeting materials.• Support the CPO with the use of technology, organize team and office events, clean and organize the People Team area, and support social media efforts.
Requirements
• Experience using Gmail, Google Calendar, Google Sheets, Google Docs, and Good Slides.• Ability to multitask, exercise judgment and discretion, and maintain confidentiality.• 5+ years of experience in the administrative assistant field, supporting C-suite executives.• Experience in HR or Communications is a plus.• Knowledgeable about company policies, procedures, and the information industry.• Customer-focused with the ability to maintain a professional demeanor and handle deadline pressures and sensitive situations.• Confident and assertive, with superior judgment and problem-solving skills.• Ability to manage multiple projects and people simultaneously, and positive team-oriented attitude.
Key Skills Needed
• Experience with Gmail, Google Calendar, Google Sheets, Google Docs, and Good Slides• Multitasking• Judgment and discretion• Confidentiality• Customer focus• Knowledge of company policies and procedures• Problem-solving• Teamwork and event planning
