Executive Assistant To Partner And Portfolio Manager (Boston)

Feb. 22, 2012

Boston, MA

Confidential

Executive Assistant to Partner and Portfolio Manager (Boston)

This is an excellent opportunity to join our growing international financial firm, located in Boston. The position we have open right now is for a candidate who likes to be busy and challenged in their position. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This position that will provide support to the Partner, PM, and clients. The Partner does a lot of speaking engagements in the field and this person will help to coordinate a lot of the offsite events. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs. The ideal candidate is an intelligent, detail oriented self-starter who is a great communicator, and extremely organized. We offer excellent benefits, competitive bonus, tuition reimbursement, and much more!

The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.

Job Description: The Executive Assistant is responsible for:

Help manage e-mail and prioritize inbox

Communicate with clients, setting up accounts, and filing documents for compliance

Setting up and maintaining files; typing correspondence, reports and forms

Scheduling appointments, making travel arrangements

Prepare reports and presentations using PowerPoint, internal databases, and external resources

Processing expense reports, managing electronic calendars, and setting up appointments

Maintains expense documentation and may review the monthly general ledger reports for the team

Make meeting arrangements, coordinate unit events and handle a variety of phone requests by researching information and conducting some analysis, and assist in event planning for the office/division

Coordinate hosted events

Arrange travel plans including air, hotel, ground transportation and meal reservations

Process invoices and sponsorships

New Employee set-ups - network access, phone setup, business cards, laptop, cell phone etc.

Team with other administrative assistants to make office life more effective for the executives by providing constant coverage of executive phones and other admin office responsibilities

Provide back up support to admin staff and marketing team

Skills and Requirements:

Works on diverse administrative assignments with competing priorities, requiring strong organization skills

Occasionally works with highly sensitive and confidential information

Event management experience, as this is a significant activity of the deal team

Comfortable using their initiative, working across teams and functions

Comfortable in a client facing role, with strong inter-personal skills

First --rate proofreader with excellent verbal/written communication skills

May act as a resource to other administrative staff