Executive Assistant – Investment

4 weeks ago

Brookline, United States Atrium Staffing Services Ltd. Full time

Our client is a global investment firm. Their investment approach spans global equity, fixed income, currency, commodity, liquid alternatives, and private markets. Our client is seeking an Executive Assistant – Investment to join their Business Operations team based in Boston, MA.

Salary/Hourly Rate:

Competitive market salary

Position Overview:

The Executive Assistant – Investment will provide administrative support in the Boston office. Responsibilities of this individual will include handling day-to-day calendar and meeting management, expense reporting, and travel planning, as well as additional daily and ongoing administrative tasks. We are seeking someone motivated, a self-starter, adaptable, and comfortable working in a small team in an extremely fast-paced, ever-changing entrepreneurial environment.

Responsibilities of the Executive Assistant – Investment:
  • Manage all aspects of calendar scheduling, including internal and external meetings, conference calls, video conference meetings, etc.
  • Prioritize Outlook calendar management, inform them 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 (air, ground, and lodging).
  • 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 for the Executive Assistant – Investment:
  • 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.
As a woman-owned firm, we value diversity. We are an equal opportunity and affirmative action employer and will consider all applications without regard to race, sex (including gender, pregnancy, sexual orientation and gender identity), age, color, religion or creed, national origin or ancestry, veteran status, disability (physical or mental), genetic information, citizenship or any other characteristic protected by law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Candidates who apply for roles through the Atrium website will be added to our candidate pool and may be considered for additional roles of a similar title. Please contact us to request an accommodation.
EOE/M/F/D/V/SO

Position ID: 147777

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