Executive Assistant

Atrium Staffing; Boston (MA); Hybrid; USD 85,000 - 95,000; Full time

Benefits offered by this job

Hybrid work schedule

Health insurance

Retirement savings

Paid time off

Professional development

Inclusive work environment

Exposure to investment professionals

Job summary

Atrium Staffing is seeking an Executive Assistant to support a team of 5–7 investment professionals in a dynamic environment. The role focuses on high-level administrative and operational support, with emphasis on automation and process improvement.

The candidate will manage calendars, travel, meetings, and reporting using Outlook, Teams, SharePoint, Excel, PowerPoint, Copilot, and related tools, handling confidential information with discretion and professionalism.

Qualifications

• 2–5 years of administrative or executive support experience.
• Experience supporting multiple professionals in a fast-paced, high-volume environment.
• Strong Outlook and calendar management experience.
• Advanced proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, and OneNote.
• Excellent organizational, communication, and time management skills.
• Strong attention to detail and ability to manage competing priorities.
• Ability to work independently while maintaining a collaborative team approach.
• Demonstrated flexibility, adaptability, reliability, and professionalism.

Responsibilities

• Manage complex calendars, including prioritization, conflict resolution, and forward planning.
• Coordinate internal and external meetings, including logistics, technology setup, catering, agendas, and follow-up activities.
• Arrange domestic and international travel, including flights, accommodation, transportation, and itinerary management.
• Prepare and organize meeting materials, research documents, reports, conference packets, and company information.
• Utilize Outlook, Teams, OneNote, SharePoint, Excel, PowerPoint, Copilot, and other tools to create efficient, scalable workflows.
• Maintain organized systems for email management, task tracking, travel arrangements, meeting notes, and recurring processes.
• Develop strong relationships with internal stakeholders, investment professionals, vendors, and external contacts.
• Provide backup support and cross-coverage for other Executive Assistants as needed.
• Handle confidential information with discretion and exercise strong judgment on matters requiring escalation.
• Assist with special projects, team events, onboarding activities, reporting, and process improvement initiatives.

Skills

Calendar management

Organization

Time management

Communication

Discretion

Independent work

Collaboration

Prioritization

Adaptability

Professionalism

Education

Bachelor's degree preferred

Tools

Microsoft Outlook

Teams

OneNote

SharePoint

Excel

PowerPoint

Job description

Client Overview:

Our client, a leading investment management firm, is seeking an Executive Assistant to support a team of investment professionals in a dynamic, fast-paced environment.

Salary/Hourly Rate:

$85k - $95k Annually

Position Overview:

Our client is seeking a highly organized and proactive Executive Assistant to support a team of 5 - 7 investment professionals. This role is responsible for providing high-level administrative and operational support in a fast-paced investment environment. The ideal candidate is technology and AI-oriented, enjoys improving processes through automation and innovation, and has a strong interest in the investment management industry. Success in this role requires exceptional organizational skills, sound judgment, adaptability, and the ability to manage changing priorities with professionalism and discretion.

Responsibilities of the Executive Assistant:

• Manage complex calendars, including prioritization, conflict resolution, and forward planning.
• Coordinate internal and external meetings, including logistics, technology setup, catering, agendas, and follow-up activities.
• Arrange domestic and international travel, including flights, accommodation, transportation, and itinerary management.
• Prepare and organize meeting materials, research documents, reports, conference packets, and company information.
• Utilize Outlook, Teams, OneNote, SharePoint, Excel, PowerPoint, Copilot, and other tools to create efficient, scalable workflows.
• Maintain organized systems for email management, task tracking, travel arrangements, meeting notes, and recurring processes.
• Develop strong relationships with internal stakeholders, investment professionals, vendors, and external contacts.
• Provide backup support and cross-coverage for other Executive Assistants as needed.
• Handle confidential information with discretion and exercise strong judgment on matters requiring escalation.
• Assist with special projects, team events, onboarding activities, reporting, and process improvement initiatives.

Required Experience/Skills for the Executive Assistant:

• 2 - 5 years of administrative or executive support experience.
• Experience supporting multiple professionals in a fast-paced, high-volume environment.
• Strong Outlook and calendar management experience.
• Advanced proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, and OneNote.
• Excellent organizational, communication, and time management skills.
• Strong attention to detail and ability to manage competing priorities.
• Ability to work independently while maintaining a collaborative team approach.
• Demonstrated flexibility, adaptability, reliability, and professionalism.

Preferred Experience/Skills for the Executive Assistant:

• Experience supporting investment professionals, financial services teams, or professionals in a similarly dynamic environment.
• Interest in investment management, equity research, financial markets, or the investment industry.
• Experience leveraging AI tools, automation, or technology solutions to improve efficiency and workflows.
• Experience with project-based work involving research, data analysis, reporting, or process improvement initiatives.
• Strong customer service and stakeholder management skills.
• Eagerness to learn and take on additional responsibilities.

Education Requirements:

• Bachelor's degree is preferred but not required.
• Equivalent combination of education and relevant administrative experience will be considered.

Benefits:

• Competitive salary.
• Hybrid work schedule (4 days onsite, 1 day remote).
• Comprehensive health, dental, and vision insurance.
• Retirement savings programs.
• Paid time off and holidays.
• Professional development and learning opportunities.
• Collaborative and inclusive work environment.
• Exposure to high-level business and investment professionals.
• Opportunity to leverage AI and technology tools to drive efficiency.