Executive Assistant - Investment Management

Boston, MA 02116 | Direct Hire

Post Date: 06/27/2018 Job ID: 81432 Specialty: Office Services

A highly successful Boston investment company has an opening for an Executive Assistant to support a senior member of the team. As the Executive Assistant, youwill be an integral part of a two person team responsible for providing administrative and personal support to a very senior and tenured partner who is also the head of the firm’ s Management Committee. This role will also provide backup and ad hoc support of other partners as needed. The ideal candidate should be seeking an opportunity providing challenging work in a dynamic environment and derive satisfaction in supporting others. Apply today!

Responsibilities for the Executive Assistant:
  • Liaise with both external and internal “ clients” on behalf of the Partner
  • Provide robust daily packets for the Partner with all pre-reading, schedules and relevant materials for the day
  • Adapt to the Partner and job share’ s work style preferences while adhering to established administrative protocols and policies
  • Screen and direct communications, including answering and directing incoming calls, setting up conference calls, distributing faxes, sorting mail, etc.
  • Proactively manage corporate and personal calendar, meeting, and travel management
  • Draft and/or edit work product, including meeting prep materials, presentations, correspondences, meeting minutes, spreadsheets, thank you notes, speeches, etc.
  • Maintain contacts using MS Outlook; ensure all contacts are up to date and easily accessible
  • Manage and ensure proper processing of expense reports
  • Organize extensive and complex corporate and personal events and meetings
  • Maintain various company databases, contacts, and files
  • Demonstrate commitment and openness to adapting to change
  • Take initiative to assist colleagues and clients when the need arises
  • Participate as a team player with job share teammate and within the Executive Assistant team as well as all colleagues throughout the organization
  • Operate efficiently in order to successfully achieve individual and team deliverables; proactively identify methods to increase efficiencies and productivity
  • Create workable coverage plans and procedures for supporting the Partner; similarly, provide seamless back-up coverage, when needed, to other Partners in the firm
Requirements for the Executive Assistant:
  • Undergraduate degree or equivalent
  • 3+ years professional experience in a direct administrative support role to one or more senior level executives preferred; financial industry experience also preferred
  • Ability to work effectively and collaboratively as part of a job share, sharing support responsibilities as part of a team of two Executive Assistants providing designated support to one busy senior and tenured Partner
  • Demonstrated ability to train, mentor, and share expertise with Executive Assistant team members
  • Outstanding thoroughness, attention to detail, and accuracy in work product
  • Ability to work independently while at the same time work effectively in a collaborative structure and with personnel throughout every level of the company
  • Thrive in a fast-paced, deadline oriented environment while maintaining superior time management, prioritization, organizational and multi-tasking skills, with a proactive and anticipatory attitude
  • Advanced level of Microsoft Office Word and Outlook skills required; working knowledge of Excel and PowerPoint a plus
  • Willingness to take on additional work outside of direct responsibilities
  • Must be eligible to work in the U.S. without sponsorship                      

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