Using a high degree of judgment and discretion, the Executive Assistant provides administrative support to Dow Jones Executives. Working independently, the Executive Assistant determines the routing and/or response for phone calls and mail, prepares correspondence, prioritizes projects and calendar to maximize the executive's time and productivity, organizes and maintains files, plans meetings, trips and events.
Daily Support for the CFO’s
Maintain the calendar for the executives, being attentive to priorities and optimal use of the executive's time. The calendar should be managed with a two to three week view that is cordiantied with the Director of Finance Operations.
Ensure that proper preparation and materials and files are available for each day's meetings and events.
Schedule meetings at Dow Jones New York and worldwide offices, and all offsite meetings that the executive attends such as meetings with customers, information providers, vendors and consultants.
Arrange video conferences/teleconferences. When the CFO is dialing into a video conference the EA should be available in case there are technical issues that need to be troubleshooted or coordinated with the NewsTech team.
Coordinate catering needs.
Prepare daily pre-reads and meeting material with the director of Finance Operations.
Plan and coordinate global travel. Arrange flights, rail service, hotel and car service reservations. Prepare a detailed travel itinerary prior to each trip.
Maintain confidential files, including competitive and strategic planning information on the CFO share drive.
Work with the Director of Finance Operations to understand the executive's goals and objectives in order to effectively anticipate deliverables and follow up when necessary.
Screen all incoming telephone, mail and email.
Review incoming correspondence and draft or send responses as necessary.
Provide information when appropriate and ensure that inquiries are routed and responded to.
Prepare and file travel expenses on behalf of the executive.
Order and maintain inventory of office supplies subscriptions etc.
Track expenses and ensure departmental bills are being paid.
Managing printouts and document binding
Managing the weekly email folder. (Friday afternoon into the weekend, needs to be finalized by 6 AM Monday morning)
Including the following personal and professional tasks but not limited to (as needed)
Ordering personal items
Logging into personal accounts and handling customer service issues
Managing personal contacts
Managing personal appointments
Current environment office support (hybrid office - NY/NJ/WFH)
The resource would be responsible for getting coffee, ordering and picking up lunch and running personal errands.
Binding meeting materials, copying or printing documents.
Supporting the CFO with Chrome, iPad, iPhone or Computer issues.
A college degree is preferred.
Five or more years experience in the secretarial/administrative assistant field, supporting senior management.
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. Maintains professional demeanor and calm composure under deadline pressures and in sensitive or stressful situations.
Acts with confidence and assertiveness.
Maintains confidential information with superior judgment and discretion.
Ability to manage multiple projects and people simultaneously.
You have a positive, problem solving attitude.
Dow Jones , Making Careers Newsworthy
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status, or disability status. EEO/AA/M/F/Disabled/Vets .
Dow Jones is committed to providing reasonable accommodation for qualified individuals with disabilities, in our job application and/or interview process. If you need assistance or accommodation in completing your application, due to a disability, please reach out to us at TalentResourceTeam@dowjones.com. Please put “Reasonable Accommodation" in the subject line.
Business Area: FINANCE
Job Category: Administration
Since 1882, Dow Jones has been finding new ways to bring information to the world’s top business entities. Beginning as a niche news agency in an obscure Wall Street basement, Dow Jones has grown to be a worldwide news and information powerhouse, with prestigious brands including The Wall Street Journal, Dow Jones Newswires, Factiva, Barron’s, MarketWatch and Financial News.
This longevity and success is due to a relentless pursuit of accuracy, depth and innovation, enhanced by the wisdom of past experience and a solid grasp on the future ahead. More than its individual brands, Dow Jones is a modern gateway to intelligence, with innovative technology, advanced data feeds, integrated solutions, expert research, award-winning journalism and customizable apps and delivery systems to bring the information that matters most to customers, when and where they need it, every day.
If you are a current employee at Dow Jones, do not apply here. Please go to the Career section on your Workday homepage and view "Find Jobs - Dow Jones." Thank you.
Req ID: 24456