Executive Assistant

We are looking for a motivated Executive Assistant to join our growing Wealth and Asset Management team to support 2-3 Vice President/s (VPs). He/she will be responsible for the effective management of priorities through high quality administration.  

Position Responsibilities:   

Administrative Support: 

• Provide diverse and advanced administrative support VP level staff   

• Within established guidelines, relieve executive and/or officer of details and advanced administrative duties. Personally, take action whenever possible.  

• Schedule meetings and prepare agendas.  

• Manage complex calendars that change frequently own the draft of invites and be proactive to incorporate additional context for attendees  

• Serve as the defacto office manager for staff on the floor.  

• Perform other duties as assigned, such as taking minutes of meetings, or other administrative functions to support departmental meetings.  

• Arrange and coordinate travel and meeting schedules, including travel agendas and meeting schedules. Handle details involving foreign travel including entry papers, currency, passports, and visas.  

• Complete expense reports and maintain detailed records of expenses.  

• May prioritize meeting requests, personally responding whenever possible using judgment on potentially urgent matters.  

• Communicate information to and from the executive/officer to and from a wide range of internal and external contacts.  

• Manage projects as assigned and ensure the accurate and timely completion of tasks. 

• Generally, plan, organize and schedule own work. 

• Follow up with billing related matters or expense charge discrepancies.  

• Assist with the planning and implementation of departmental events and activities 

• Assist in creating draft presentations  

• Minor admin assistance to the team 

• Assist with booking rooms and coordinating catering for the team in Boston. 

• Support Real Estate-related tasks, including assigning seats and coordinating team moves. 

• Organize Town Hall viewing rooms across sites for town halls and offsites. 

• Act as a local point of contact for Boston team logistics, office coordination, and day-to-day administrative support. 

• Coordinate visitor logistics for Boston-based meetings, including room access, guest registration, and on-site support needs. 

• Partner with Facilities, Real Estate, and IT teams to support office-related requests, meeting room readiness, and employee onboarding logistics. 

• Support coordination of Boston team events, leadership visits, working sessions, and employee engagement activities. 

• Help maintain awareness of Boston office needs and escalate administrative, space, or meeting support issues as appropriate.     

• Acts as back-up to other Executive Assistants on team  

• Ability to be agile as priorities and request change 

Shared Responsibilities: 

• EA team  

• Work with others to ensure efficiency of the administrative and support functions.  

• May oversee or collaborate on special projects or initiatives. 

• Mentor administrative support staff.  

Required Qualifications:  

• Bachelor’s degree in administration, business or relevant areas  

• 2-5 years of related administrative assistant experience, some project management experience preferred  

• Proficiency in all MS Office applications, as well as technology savvy  

• Broad understanding of the organization’s policies and practices. 

• Ability to work in a global work environment  

• Strong oral/written communication skills required to interact with senior officers and representatives 

• Excellent meeting planning and organizational skills (planning, coordination, priority setting, task management and follow through) 

• Ability to manage complex and sensitive work situations with sound judgement, discretion, and empathy 

• Highly collaborative and results-oriented 

• Strong interpersonal skills and ability to work effectively across cultures 

Preferred Qualifications:  

Competencies: 

• Activity Coordination 

• Business Partnering 

• Prioritization 

• Service Delivery Effectiveness  

• Troubleshooting/Technical Support  

Decision Authorities: 

• Prioritizing meetings, calls, and situations for executive review. 

• Improving administrative business practices to increase effectiveness. 

When you join our team:  

• We’ll empower you to learn and grow the career you want.   

• We’ll recognize and support you in a flexible environment where well-being and inclusion are more than just words.   

• As part of our global team, we’ll support you in shaping the future you want to see.   

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