Executive Assistant to Portfolio Group

Executive Assistant to Portfolio Group

One of our clients, a prominent asset management firm located in the heart of Boston, is looking to hire a proactive and organized Executive Assistant on a full-time basis to provide executive support to several Partners working within one of the firm’s major financial groups. The person in this position will be in charge of directly supporting multiple executives by managing calendar schedules, coordinating detailed meetings, and planning all associated travel itineraries and logistics. Overall, the Executive Assistant will be responsible for maintaining highly-organized office procedures for the company to run efficiently and achieve maximum business potential. The ideal candidate for this role will have previous experience in a senior administrative or executive support role, and thrives in an extremely fast-paced environment. If you are interested in this role and would like to be considered, please submit a copy of your resume today.

Responsibilities:

• Communicating internally with executives and externally with third party administrative assistants at client companies to coordinate time-frames, schedules and logistics for meetings at various regional and international locations
• Utilizing Outlook to strategically manage heavily booked calendars
• Planning and setting up complex phone and video conference calls with several participants
• Coordinating comprehensive travel itineraries and arrangements including domestic, international and private accommodations (airline, hotel, and ground transportation)
• Building relationships with clients and their assistants and relaying crucial, time-sensitive information on the executive’s behalf
• Interfacing on a day to day basis with other internal EAs across the organization and providing back-up coverage as needed
• Tracking business expenses for each executive by reconciling monthly reports and credit card statements

Qualifications:

• Bachelor’s degree
• 2+ years of administrative assistance experience supporting senior level executives
• Strong hospitality or customer service focused background
• Intermediate to Advanced Proficiency in Microsoft Office programs (Outlook, Word, Excel, PowerPoint)
• Demonstrated ability to work proactively and adapt when necessary in a constantly changing environment
• Highly effective written and verbal communication skills