Executive Assistant I in London

Job Description:

The Executive Assistant (EA) will provide high-level support to the SVP Risk Sales & Marketing, the SVP Risk & Compliance, and the SVP & GM of Geopolitical Risk. Although reporting to the lead EA, you will take the lead in providing excellent, pro active, fast paced, support for the three SVPs. This is a high-volume role for an experienced assistant who always anticipates the next step and excels in a fast-paced, informal, open plan environment.

Core Responsibilities

Diary & Meeting Management

• Act as an enabler for each of the SVPs by anticipating needs before they are articulated and ensuring the leadership team operates at peak efficiency.

• Constantly monitor each of their diaries to ensure there are no conflicts during the day, week and beyond.

• Proactive Time Management: take ownership of complex, multi-timezone diaries, pro actively building in essential, buffer zones for travel, reading and thinking time

• Anticipatory Action: Review upcoming meetings and automatically schedule necessary pre-meetings, preparing presentations and internal briefings to ensure the SVPs are prepared and adhere to deadlines

• Email: Monitor and “pull” actionable items from each SVPs inbox/sentbox, leave responses in draft to highlight emails that require a response

• Execution: action all requests – especially diary availability for senior stakeholders – immediately to ensure no bottleneck, ensure their diaries are peppered with “to do” reminders in order to hit deadlines

• Ensure meeting rooms are allocated to invites

Communication

• Work with the SVPs direct reports, internal teams and external contacts.

• Be confident to know how to phrase sensitive communications and how to draft emails in a friendly, informal but professional tone

• Weekly individual meetings with each SVPs to cover their schedule, workload, reminders, travel now and in the future

• Weekly individual meeting with the lead EA to ensure deadlines are met, cover what’s coming up

• Use Google Chat for “just-in-time” reminders and real-time priority shifts for example, your next meeting room has changed.

• Provide a weekly round up to each SVP confirming travel, logistical arrangements, and diary update not covered in weekly diarised chats

Travel & Expense Management

• Itinerary Planning: end-to-end management of travel, including visas, flights, trains, cars and accommodation. Anticipate potential disruptions (airport delays, transit times) and be available to handle any travel issues

• Manage expense processing via Concur with meticulous accuracy, ensure spend aligns with company policy and ensure expenses are submitted timely

• Be mindful of company policy and ensure hotel and flight expenditures are in line

General Business Support

• Provide cover for the Lead EA, ensuring the EVP’s office remains fully supported during absences.

• Assist with yearly off site Sales internal events

• Keep accurate and up to date org charts and distribution lists for each SVP

• Discretion to sensitive and confidential company and personal information that others may not be privy to.

You Will

• Thrive on speed, responding to requests instantly

• Brings solutions, not just questions.

• Comfortable in a fast-moving, less-corporate atmosphere, but maintain 100% discretion and a “C-Suite” standard of output.

• Available to handle emergency travel or schedule changes outside of standard hours when the business requires it.

Experience & Skills

• Proven Track Record: 5+ years of experience supporting high-level executives (SVP/C-Suite) in a global, fast-paced environment.

• Thrive in an open plan office environment, relaxed but busy

• Ideally have Google Workspace (Gmail, Drive, Calendar, Slides) and Concur

• Ability to manage multiple high-profile diaries across several international timezones simultaneously and multiple meeting requests

• Location: Based at the London Bridge office (minimum 3 days/week) in coordination with the Lead EA.

Our 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

About us:

Dow Jones is a global provider of news and business information, delivering content to consumers and organizations around the world across multiple formats, including print, digital, mobile and live events. Dow Jones has produced unrivaled quality content for more than 130 years and today has one of the world’s largest news-gathering operations globally. It is home to leading publications and products including the flagship Wall Street Journal, America’s largest newspaper by paid circulation; Barron’s, MarketWatch, Mansion Global, Financial News, Investor’s Business Daily, Factiva, Dow Jones Risk & Compliance, Dow Jones Newswires, OPIS and Chemical Market Analytics. Dow Jones is a division of News Corp (Nasdaq: NWS, NWSA; ASX: NWS, NWSLV).

Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status or any other protected characteristic under applicable law.

Reasonable Accommodation

We are 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 or participating in an interview due to a disability, email us at talentresourceteam@dowjones.com. Please put “Reasonable Accommodation” in the subject line and provide a brief description of the type of assistance you need. This inbox will not be monitored for application status updates.

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Business Area:

Dow Jones – Risk

Job Category:

Administration, Facilities & Secretarial

Union Status:

Union role