Executive Assistant - Investment Firm

Boston, MA | Direct Hire

Post Date: 07/12/2017 Job ID: 78163 Specialty: Office Services

A highly successful Boston based investment firm has an opening for an Executive Assistant. As the Executive Assistant, you will be responsible for providing administrative and personal support to a Partner as well as ad hoc support of other senior level executives as needed. This is an excellent opportunity for individuals who appreciate the rewards of working for a successful firm in a dynamic environment in support of an eclectic, global investment strategy across every asset class. Apply today!

Responsibilities for the Executive Assistant:
  • Provide the highest level of support to the Partners, ensuring seamless coverage at all times, as a member of a highly efficient, effective and collaborative EA team
  • Provide excellent administrative support and client service
  • Communicate and collaborate effectively with executive assistants to ensure continuity of work, and priority and completion of work, in order to ensure top notch, seamless support to Partners and senior level executives
  • Adopt Partner's work style preferences as your own while adhering to established protocols and policies
  • Screen and direct various communications, including answering and directing incoming calls, setting up conference calls, distributing faxes, sorting mail, etc.
  • Manage corporate and personal calendar, meeting, and travel management
  • Ensure conference rooms and other needed resources are coordinated and reflected in Outlook calendar
  • Identify and effectively resolve meeting conflicts
  • Provide meeting participants with all necessary meeting details and materials
  • Ensure Partner is on time and has materials needed for all meetings
  • Schedule personal appointments and events using Outlook calendar and include all relevant details such as location, contacts, phone numbers, etc.
  • Coordinate corporate and personal travel including air, hotel, car service, restaurant reservations, itinerary, and materials
  • Manage expense reports
  • Organize corporate and personal events and meetings
  • Draft and/or edit various documentation including presentations, correspondences, meeting minutes, spreadsheets, thank you notes, and speeches
  • Maintain various company databases, contacts, and files
Requirements for the Executive Assistant:
  • Undergraduate degree or equivalent
  • 5+ years of professional experience in a direct administrative support role to one or more senior level executives
  • Financial industry experience preferred
  • Thrive in a fast-paced, deadline oriented environment
  • Advanced level Microsoft Office skills (Word, Outlook, Excel, and PowerPoint)
  • Technology savvy with a strong knowledge working with Microsoft Office
  • Strong organizational skills with great attention to detail
  • Strong multi-tasking and prioritizing skills with the ability to meet deadlines
  • Excellent written and verbal communication skills
  • Strong interpersonal skills with a customer service focus
  • Ability to work independently and as part of a team
  • Must be eligible to work in the U.S. without sponsorship                      

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