Administrative Assistant, Opinion at Dow Jones in NYC - 1211 Ave of the Americas

Job description

• Job Description:
• 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.

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.

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

Skills

Required

• Strong teamwork and collaboration skills

Preferred

• Familiarity with WSJ Opinion

Benefits

• Comprehensive Healthcare Plans
• Paid Time Off
• Retirement Plans
• Comprehensive Medical, Dental and Vision Insurance Plans
• Education Benefits
• Paid Maternity and Paternity Leave
• Family Care Benefits
• Commuter Transit Program
• Subscription Discounts
• Employee Referral Program
• We’re committed to offering competitive and flexible compensation to attract top talent. This pay range reflects our good faith estimate for the role and may vary based on a candidate’s experience, skills, location, and other relevant factors.
• For bonus-eligible roles, targets are determined based on multiple considerations, including market benchmarks and individual contributions.
• For benefits-eligible roles, we offer a comprehensive and competitive benefits package covering health, retirement, wellbeing, and more, along with optional benefits to meet the diverse needs of our employees.