Executive Assistant, Information Technology

2 weeks ago

Boston, United States HarbourVest Partners Full time

Job Description Summary

For over forty years, HarbourVest has been home to a committed team of professionals with an entrepreneurial spirit and a desire to deliver impactful solutions to our clients and investing partners. As our global firm grows, we continue to add individuals who seek a collaborative, open-door culture that values diversity and innovative thinking.

In our collegial environment that’s marked by low turnover and high energy, you’ll be inspired to grow and thrive. Here, you will be encouraged to build on your strengths and acquire new skills and experiences.

We are committed to fostering an environment of inclusion that promotes mutual respect among all employees. Understanding and valuing these differences optimizes the potential of both the individual and the firm.

HarbourVest is an equal opportunity employer.

This position will be a hybrid work arrangement, which translates to 2-3 days minimum per week in the office.

We are looking for an Executive Assistant to empower our Infrastructure & Information Security Team within the Information Technology organization through a broad range of administrative tasks and operational support. This individual will serve as the dedicated Executive Assistant to our Chief of Information and Security Officer (CISO) with additional support to additional members of our IT Leadership team as needed. This position will partner with other Executive Assistants within the IT organization to foster a collaborative and welcoming environment for their team and external parties.
- Able to balance multiple responsibilities and prioritize effectively
- A self-motivated team-player who can work independently to fulfill their responsibilities with mínimal direction and supervision
- Able to communicate professionally and confidentially with colleagues of all levels and across multiple teams
- Flexible and adaptable to shifting priorities
- Strong organizational skills to build longstanding relationships
- Problem-solving skills with impeccable multi-tasking abilities
- Someone who embodies a learning mindset, constantly seeking new knowledge and experiences to foster personal and professional growth.

What you will do:

- Calendar Management; scheduling meeting appointments and book conference rooms when necessary, handle calendar conflicts and calibration
- Book global travel arrangements, including airfare, hotel accommodations, car service/rental, and any global requirements (i.e. passport, visa) supervise last minute changes as needed, add travel details to calendars, and build itineraries, occasionally being available outside traditional business hours when Executive is traveling
- Prepare sophisticated expense reports and partner with other Executive Support staff to align expenses incurred for travel with colleagues
- Respond to inquiries in a timely manner, fielding requests and questions from a wide variety of internal communication and collaboration platforms and external constituents
- Able to efficiently and accurately handle and process a high volume of tasks while meeting specific deadlines
- Coordinate with other Executive Assistant’s for meeting details and materials needed
- Schedule meeting appointments and book conference rooms when necessary
- Curate and create organizational decks for Client and Internal meetings
- Manage Vendor contracts and act as liaison for execution
- Act as voice of CISCO for IT related internal communications
- Provide operational support to the Infrastructure & Information Security team through a variety of operational tasks including team event coordination, meeting management, and new member onboarding facilitation

What you bring:

- Proven experience supporting a robust, fast-paced team in Financial Services. With preference to support within the information Technology Department
- Excellent verbal and written communication skills
- Proficiency in Microsoft Office Suite (Outlook, Teams, OneDrive, OneNote, Word, Excel, PowerPoint)
- Experience with Microsoft Applications (Lists, Forms, SharePoint)
- Demonstrated ability in coordinating global travel
- Experience working for a Global organization with multiple office cultures and requirements
- Strong attention to detail

Education Preferred:

- Bachelor of Arts (B.A) or Bachelor of Science (B.S) or equivalent work experience

**Experience**:

- 8-10 Years of administrative experience. Experience in the Financial Services industry preferred
- Experience and/or familiarity with Information Technology a plus but not required

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