Administrative Assistant

Job Description:

About the Team:

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).

About the Role:

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 Editorial Features editor and the Editorial Features team with administrative and clerical 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 will be based in our New York office.

You Will:

• 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 team with administrative and clerical work, including invoice and contract management, correspondence, calendar management, travel booking, assisting editors with expense report preparation, etc. 

• 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.  

You Have:

• 7+ 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 

• 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 

Reasonable accommodation: Dow Jones, Making Careers Newsworthy - We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected