Investor Relations Executive Assistant

3 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 support the Head of Global Investor Relations and the SVP of Commercial Operations with a broad range of administrative tasks and operational support. This individual will serve as the main point of contact for these leaders and will help build a professional and welcoming environment for the Investor Relations team, internal partners as well as external parties. In addition, this person will provide project coordination and administration support for key IR team initiatives.
- Highly organized and able to balance multiple responsibilities and prioritize effectively
- A self-directed 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

What you will do:
Administrative support:

- Update and maintain calendars for Head of Global Investor Relations and SVP of Commercial Operations, including management of calendar conflicts and calibration. Provide weekly calendar summary prior to start of upcoming work week
- Book global travel arrangements, supervise last minute changes as needed, add travel details to calendars, and build itineraries
- Prepare expense reports in a timely manner and partner with other Executive Administrative staff to align expenses incurred for travel with colleagues
- Schedule meetings, conference calls and book conference rooms as necessary
- Become adept in using sales technology to prepare meeting materials and log client updates and communications
- Compose documents, communications and presentation materials
- Manage monthly Global IR staff meeting and agenda including quarterly employee recognition (High Five) awards
- Plan and organize outside events (Team outings, Holiday party, etc.) including contract review and budgetary considerations
- Provide coverage for other Investor Relations EAs as requested

Project Coordination:

- Maintain team calendar of meetings and deliverable due dates for key projects
- Manage administrative tasks such as scheduling project meetings, distributing project documents and information (agendas, meeting materials, etc.) and coordinating follow-ups
- Create and maintain project documentation such as project summaries, progress reports and action items lists
- Communicate with key stakeholders around upcoming meetings and deliverable due dates

What you bring:

- Proven experience supporting a senior level leader in Financial Services
- Excellent verbal and written communication skills
- Proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint)
- Strong project management skills
- Demonstrated ability in coordinating global travel
- Ability to handle confidential information with discretion and professionalism
- Strong attention to detail
- Prior experience with CRM and marketing tools (e.g. Salesforce, Seismic) preferred but not required

Education Preferred
- B.S/B.A or equivalent experience

Experience
- 5-8 Years of administrative experience in Financial Services preferred

LI-Hybrid

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