Administrative Assistant, Jones Technology

About the Role

As the Administrative Assistant for Dow Jones Technology, you will support strategic planning and initiatives across the organization. You will drive project execution, coordinate strategic initiatives, manage processes, and ensure the smooth operation of the executive office. You will manage complex schedules, oversee daily operations, and take ownership of project milestones, event coordination, and executive briefings. You will play an integral role in driving change, adapting new processes, and fostering culture growth across various business units. You will report to the Chief of Staff - Dow Jones Technology.

Key Responsibilities

Advanced Administrative & Executive Support

• Manage complex, dynamic calendars for the Chief of Staff, Product Management, and Design + Research leaders, resolving conflicts proactively across a globally distributed team.
• Coordinate end-to-end domestic and international travel and oversee expense management.
• Draft clear, concise, and professional executive communications, ensuring tone, clarity, precision, and authority.
• Build trust and rapport across the Technology team and other organizational stakeholders through reliability and professional diplomacy.
• Provide solutions-oriented support by proactively resolving issues and anticipating the needs of the executive office.

Projects & Strategic Coordination

• Project Tracking: Plan, execute, and monitor the progress of departmental projects, ensuring milestones, deadlines, and strategic goals are met.
• Process Improvement: Support operational excellence by identifying bottlenecks, streamlining tasks, and owning recurring processes to improve department-wide efficiency.
• Event & Meeting Facilitation: Organize and drive the agenda for staff meetings, town halls, offsites, and executive briefings. Capture actionable notes and follow up on project deliverables.
• Culture & Change Initiatives: Assist with and drive execution of cultural initiatives such as hackathons, team building, and onboarding programs to enhance the overall team experience and steer change management.

Requirements & Tech Stack

• 0-2 years' experience combining senior-level executive support and project management, ideally within cross-functional, internationally distributed teams across multiple time zones.
• Strong capability to track initiatives, manage stakeholder follow-ups, and organize complex events.
• Familiarity with project tracking tools (e.g., Google Sheets, Jira, Smartsheet) is a plus.
• Exceptional executive writing skills, including a native ability to draft and edit professional messaging for tone, clarity, precision, and authority.
• Deep interest in learning the "players" and business rhythms of a matrixed, global organization, with a proactive, solutions-oriented mindset.
• A bias toward action, a strong sense of ownership, and the judgment to know when to escalate and when to solve quietly.

Qualifications

• Bachelor’s Degree -OR- Equivalent Work Experience