Office Manager & Executive Assistant

Thomson Reuters Corporation Hoboken, NJ
Job Description

This role sits within our Financial & Risk ("F&R") business. On January 30, 2018, Thomson Reuters announced that it signed a definitive agreement to enter into a strategic partnership with private equity funds managed by Blackstone related to the company's F&R business. As part of the transaction, Thomson Reuters has agreed to sell a 55% majority stake in Financial & Risk and will retain a 45% interest in the business. Thomson Reuters will maintain full ownership of its Legal, Tax & Accounting and the Reuters News businesses. The transaction is expected to close in the second half of the year and is subject to specified regulatory approvals and customary closing conditions. When the transaction closes, this role will be included in the new F&R entity. Further information on this can be found at https://www.thomsonreuters.com/en/press-releases/2018/january/thomson-reuters-and-blackstone-announce-strategic-partnership-for-thomson-reuters-financial-and-risk-business.html

F&R is looking for individuals with a passion for cyber security to help staff a new location in the central business district of downtown Hoboken. This new facility will be home to a number of critical cyber security disciplines, designed to improve the overall security posture of F&R– including its assets, data and operations. Be part of an exciting, fast-paced environment that will help F&R strengthen its position.

We are currently seeking an Office Manager and Executive Assistant to be located in our new Cyber Fusion Center in Hoboken, NJ. This position will report to the Vice President, Security Operations in F&R's Information Security & Risk Management Organization. The Office Manager and Executive Assistant will be a highly-organized professional individual with excellent communication skills.

Essential Responsibilities:

* Plan and coordinate off-site/on-site meetings/events and handle logistical arrangements of conference rooms, meal arrangements, and guest accommodations and ensure this is clearly communicated to relevant parties.

* Manage and organize a social calendar for the team and organize team events and meetings in coordination with the management team, from planning to execution, to follow up and improvement.

* Serve as liaison to and interface regularly with corporate contacts regarding Facilities, Finance, IT and telecommunications services, Human Resources, Risk Management, Security and Administration.

* Plan and coordinate all office meetings and special events.

* Responsible for all facilities functions.

* Maintain and replenish office supply inventory.

* Provide executive-level administrative support

* Handle day-to-day administrative needs of the executive & senior leadership team

* Coordinate calendars, meetings, and time demands with limited supervision

* Recognize urgent and time-sensitive requests

* Advise others on how to best coordinate with the executives and organization

* Use independent discretion to manage, modify, schedule and decline requests

* Arrange global travel reservations, including: multi-site visits, meetings with internal & external participants, and flexibility to make last minute changes

* Perform a variety of other administrative duties that may include:

* Screening and directing phone calls

* Composing correspondence/email to convey relevant information with appropriate clarity and tone

* Creating documents, reports, presentations, and spreadsheets – exercising judgment regarding layout and style

* Scheduling meetings, conference rooms, office space, etc.

* Preparing and routing agendas and other meeting-related materials

* Investigating and making arrangements for technical equipment or support

* Attending meetings, taking notes, preparing minutes, capturing commitments, and assisting with follow-up

* Anticipate the executives needs/requirements and actively resolve issues

* Flexible to handle both routine and urgent issues that might arise outside of normal office hours

* Represent the executives proficiently and professionally

* Must act professionally at all times

* Other ad hoc duties as required.

Qualifications/Requirements

* A minimum of 2 years prior experience as an administrative assistant required

* Extremely well organized & able to assist others with complex issues & situations

* Strong interpersonal skills and ability to connect with people -- both in person & virtually

* Excellent verbal and written communication skills

* Manages confidential and sensitive information using appropriate discretion

* Interacts and coordinates effectively with top executives inside & outside of the company

* Able to personally manage change and adapt personal work style and processes in response to the dynamic nature of the organization

* Can manage multiple tasks in environment of tight deadlines & high-quality standards

* Able to operate autonomously and collaboratively

* Expert-level proficiency in Microsoft Office tools (Outlook, Excel, Word, PowerPoint, etc.)

Desired Characteristics:

* 4-year degree preferred

* A minimum of 2 years of experience supporting a senior level executive preferred

* A minimum of 1 year of experience managing a corporate office of 20+ employees

At Thomson Reuters, we believe what we do matters. We are passionate about our work, inspired by the impact it has on our business and our customers. As a team, we believe in winning as one - collaborating to reach shared goals, and developing through challenging and meaningful experiences. With more than 45,000 employees in more than 100 countries, we work flexibly across boundaries and realize innovations that help shape industries around the world. Making this happen is a dynamic, evolving process, and we count on each employee to be a catalyst in driving our performance - and their own.

As a global business, we rely on diversity of culture and thought to deliver on our goals. To ensure we can do that, we seek talented, qualified employees in all our operations around the world regardless of race, color, sex/gender, including pregnancy, gender identity and expression, national origin, religion, sexual orientation, disability, age, marital status, citizen status, veteran status, or any other protected classification under country or local law. Thomson Reuters is proud to be an Equal Employment Opportunity/Affirmative Action Employer providing a drug-free workplace.

Intrigued by a challenge as large and fascinating as the world itself? Come join us.

To learn more about what we offer, please visit thomsonreuters.com/careers.

More information about Thomson Reuters can be found on thomsonreuters.com.

Locations

Hoboken-New Jersey-United States of America

Req #: JREQ107238

Locations: Hoboken-New Jersey-United States of America

Job Function: Technology Operations

Similar jobs you might like