Administrative Assistant, Opinion

Administrative Assistant, Opinion

Dow Jones New York, NY Job

The Wall Street Journal is a global news organization that provides leading news, information, commentary and analysis. The Wall Street Journal engages readers across print, digital, mobile, social, podcast and video. Building on its heritage as the preeminent source of global business and financial news, the Journal includes coverage of U.S. & world news, politics, arts, culture, lifestyle, sports, and health.

It holds 38 Pulitzer Prizes for outstanding journalism. The Wall Street Journal is published by Dow Jones, a division of News Corp (Nasdaq: NWS, NWSA; ASX: NWS, NWSLV).

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 person would also assist the Opinion managing editor and her team with administrative and clerical tasks, as well as coordinating regular staff meetings and editorial board meetings with VIP guests.

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 will be based in our New York office.

• 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, assisting with department internship programs and award submissions, etc.

• Assist Opinion’s Managing Editor and her team with administrative work, including correspondence, calendar management, travel booking, scheduling, coordinating meetings (scheduling, set ups and hospitality), event logistics, assisting editors with expense report preparation, invoice management.

• Meetings coordination - handle most of the domestic editorial meetings for the editorial board members (scheduling, set-up, greeting guests, arrangements for refreshments/catering, coordinating with Reception and Security, etc.)

• Perform key administrative tasks for the Review and Outlook (rando) section including maintaining an organized file system, updating and distribution of daily rando lineups, tracking the bylines for the editorial staff and outside contributors, keeping meticulous records of unbylined content, and coordinating and producing the quarterly Edit Log report.

• Mobile device ordering for Editorial staff - handle all mobile phone issues, order new phones, replacements, etc. Coordinate with IT as needed.

• Provide support and assistance to Editorial staff with expense accounting questions and issues, including guidance on proper Concur expense report preparation and T&E policy questions.

• 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.

• Assist with Editorial Board members participation in journalism events and quadrennial national presidential conventions

• Sort and deliver mail to the appropriate recipients in the office; open book galleys and review copies for the Books team

• 3+ years of proven administrative experience

• Undergraduate degree is preferred

• Familiar with WSJ Editorial Page 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

• Copy editing and proofreading experience

• Ability to communicate effectively and…