Executive Assistant
- Work directly with 2-3 executives to support all aspects of their daily work routine
- This role is based in our downtown Boston office. The candidate is expected to be on-site four days per week, with flexibility to adjust for ad hoc circumstances.
- Maintain executives’ calendars and coordinate all aspects of appointments, meetings, receptions, events and video/conference calls; maintain frequently-changing calendars with accuracy and precision
- Independently and efficiently coordinate complex meetings involving senior level internal and external participants including clients, regulators and vendor partners
- Exercise discretion in committing the executives’ time and evaluating needs
- Arrange complex travel (domestic and international)
- Prepare, reconcile and submit expense reports
- Serve as a liaison between the executives, their teams and executive partners. This includes receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution
- Determine priority of matters of attention for the executives; redirect matters to staff to handle, as appropriate
- Keep the executives advised of time-sensitive and priority issues, ensuring appropriate follow-up
- Routinely perform a wide variety of support duties including handling printing, faxing, mail/overnight packages, copying, filing, and email/messages and sort and triage mail
- Prepare a variety of materials on a daily weekly or monthly basis such as meeting handouts and meeting agendas
- Other additional and/or alternative duties as assigned from time to time, including supporting other departments or executives as needed
- Exercise professionalism, discretion and judgment in handling sensitive and confidential financial, legal and company information
- Work collaboratively with others across multiple business lines and geographies
- Five plus years of executive administrative experience
- Proficiency in the Microsoft Office Suite (Outlook, CoPilot, AI, Word, PowerPoint, and Excel); advanced knowledge of Microsoft Outlook including calendar tasks, journals and contacts
- Exceptional writing, editing and proofreading skills
- Exercise good judgment in the face of ambiguous information
- Ability to use discretion in researching and analysing problems
- Enjoys a rapidly changing environment; ability to adapt to changing priorities and meet deadlines
- Strong interpersonal skills and customer-service oriented with skills in establishing and maintaining effective working relationships at all levels
- Self-motivated, willing to assume responsibility without direct supervision
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