Executive Assistant

Fiduciary Trust Company; Boston (MA); On-site; USD 90,000 - 115,000; Full time

Job summary

Fiduciary Trust Company in Boston seeks an experienced executive assistant to partner with the CEO and Head of Wealth Management, providing high-quality administrative support, managing complex calendars, and coordinating with Fiduciary's senior leadership, board and committees.

The role demands 7+ years of administrative experience, strong writing, and proficiency with Microsoft Office; familiarity with financial services is a plus.

Qualifications

• 7+ years of progressive administrative experience supporting C-level executives.
• Background in financial services or investment industry preferred.
• Strong writing, editing and proofreading skills.
• Ability to work independently and in a team with minimal supervision.
• Proficient with Microsoft Word, Excel, PowerPoint, Access and Outlook.
• Curiosity to leverage AI to increase efficiency and accuracy.
• Excellent organizational skills and ability to meet tight deadlines.
• Strong oral and written communication skills.

Responsibilities

• Active calendar management for CEO and Head of Wealth Management.
• Draft, edit and proofread correspondence and documents.
• Flag time-sensitive items and follow up on requests.
• Prepare agendas, briefings and presentation materials.
• Coordinate board and committee meetings and action items.
• Compile data for monthly and quarterly reports and ad hoc requests.
• Process invoices, reimbursements and subscription maintenance.
• Assist with travel bookings.
• Handle highly confidential information with discretion.
• Perform special projects as needed.

Skills

Executive support

C-level support

Calendar management

Financial services

Written communication

AI tools

Tools

Microsoft Office

Excel

PowerPoint

Outlook

Access

Job description

Fiduciary Trust Company ("FTC") is a leading and long-standing wealth management firm, managing more than $11 billion of client assets for individuals, families, charities, family offices, and RIAs. The company was founded in 1885 as a family office and incorporated as a trust bank in 1928. Throughout its over 140-year history, FTC has maintained a proud tradition of providing clients with objective, holistic advice to meet their comprehensive financial needs. This steadfast commitment to providing clients with exceptional service and investment performance has resulted in an average annual client retention rate of 98% for over a decade.

FTC currently has over 150 dedicated employees, bringing years of experience and industry perspective. The close-knit culture and team approach facilitate a firm-wide dedication to client satisfaction, high ethical standards, and sophisticated solutions for its clients. The firm manages client investments using an "open architecture" approach that accesses top-tier managers and alternative investments, while allowing for direct management of individual stocks and bonds. FTC offers industry-leading expertise in trust and estate administration and access to New Hampshire's favorable trust laws through its affiliate, Fiduciary Trust Company of New England. FTC's range of services also includes experienced estate and financial planning, philanthropic advice and foundation management, tax planning and tax return preparation, asset custody, reporting, and a broad array of family office support.

The company operates an evolving technology ecosystem that supports wealth management, trust administration, custody, investment management, compliance, client servicing, and enterprise operations. The company continues to invest in modernization, integration, data strategy, cybersecurity, and AI-enabled productivity initiatives to enhance both client experience and operational efficiency.

Position Overview

We are seeking an experienced executive assistant to support and partner with both our Chief Executive Officer and our Head of Wealth Management. The individual in this role will provide high-quality administrative support, own complex and frequently shifting calendars, and coordinate with Fiduciary's senior leadership, board and committees.

Primary Responsibilities

• Active calendar management, including structuring and organizing, managing recurring meetings, scheduling and reminders.
• Draft, edit and proofread internal and external correspondence including producing letters/emails and documents.
• Flag time-sensitive items and follow-up on outstanding requests.
• Prepare agendas, briefing and presentation materials.
• Coordinate board and committee meetings, including scheduling, meeting logistics, distribution of materials and follow-up on action items.
• Collect pertinent data from multiple internal sources to create, edit and update various monthly, quarterly reports and assist with various ad hoc reporting requests.
• Process Invoices, reimbursements and provide subscription maintenance.
• Assist with travel booking, as needed.
• Handle highly confidential client and firm information with absolute discretion.
• Perform other duties including special projects as needed.

Required Skills and Qualifications

• 7+ years of progressive administrative experience, with demonstrated success supporting C-level executives.
• Background in financial services or investment industry, wealth management a plus.
• Strong writing, editing and proofreading skills.
• Ability to work independently and in a team environment with minimal supervision.
• Proficiency in Microsoft Word, Excel, PowerPoint, Access and Outlook with comfort adopting new tools.
• Curiosity and willingness to leverage AI as an evolving tool to enhance efficiency, accuracy and quality of work.
• Strong organizational skills with the ability to handle multiple tasks efficiently while meeting tight deadlines.
• Detail oriented, accurate and able to prioritize short and long-term deadlines.
• Strong oral and written communication skills.

Preferred Qualifications

• Energized by a fast-paced environment where priorities shift frequently.

Compensation Information: Annual base salary for this role is $90,000 - $115,000 based on experience and qualifications. This role may also be eligible to receive an annual discretionary bonus.