Investment Firm Executive Support Specialist

4 weeks ago

Boston, Massachusetts, United States Atrium Staffing Full time

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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