Investment Firm Executive Support Specialist
4 days ago
Executive Assistant - Investment Job Description
We are seeking an experienced Executive Assistant to join our Business Operations team in Boston, MA. The ideal candidate will provide administrative support to senior-level team members, handling day-to-day calendar and meeting management, expense reporting, and travel planning.
Responsibilities:
- Manage all aspects of calendar scheduling, including internal and external meetings, conference calls, and video conference meetings.
- Prioritize Outlook calendar management, inform team members of meeting changes, and ensure they stay on schedule throughout the day.
- Liaise with other Business Operations team members to coordinate and manage meeting logistics, including booking meeting rooms and providing catering as needed.
- Coordinate all aspects of domestic and international travel, including air, ground, and lodging arrangements.
- Manage payment and tracking of meeting and itinerary changes.
- Track business expenses and prepare expense reports.
- Organize logistics for travel and meetings.
- Utilize effective judgment in handling mail, email, correspondence, confidential material, and requests.
- Escalate important and urgent items for appropriate action as needed.
- Register for conferences and networking events promptly.
- Handle incoming calls, taking and passing on messages promptly, dealing with calls where appropriate, and ensuring urgent calls are dealt with urgently.
- Assist in the planning and execution of events and special, ad hoc projects, and catering.
- Help with formatting and design of documents and presentations using PowerPoint, Excel, and Word.
Qualifications:
- Minimum of 3 years of experience with direct administrative support of senior-level team members.
- Excellent organization, prioritization, written/verbal communication, and analytical skills.
- Ability to multitask in a fast-paced environment.
- Strong interpersonal and customer service skills.
- Proactive with strong attention to detail.
- High degree of professionalism and sound judgment with an understanding of when and how to escalate issues.
- Solution-oriented and able to work independently and as part of a team.
- High proficiency in Microsoft Office (Excel, PowerPoint, Word, and Outlook).
Education Requirements:
Bachelor's degree or equivalent work experience is required.
Benefits:
- Medical, dental, and vision.
- Short and long-term disability insurance.
- Life insurance.
- Flexible spending accounts.
- Commuter benefits.
- Paid time off.
- 401k plan with employer matching.
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