Executive Assistant

Vctavern; Boston (MA); Hybrid; USD 65,000 - 95,000; Full time

Job summary

Wellington Management seeks an Executive Assistant to support a team in the Investment Science group. You will manage calendars, coordinate internal and external meetings, arrange domestic and international travel, handle gate-keeping calls, and prepare materials in Word, Excel, and PowerPoint.

The role requires an undergraduate degree and 1+ years of admin experience; strong organization, attention to detail, and discretion are essential. A hybrid schedule with possible overtime is available.

Qualifications

• Undergraduate degree with strong academic credentials preferred
• 1+ years of administrative and/or operational support experience
• Experience with MS Office (Word, Outlook, Excel, PowerPoint)
• Excellent attention to detail, organizational, multi-tasking, and prioritization abilities
• Exposure to international contexts through work experience, study or living abroad, and/or personal travel
• Strong interpersonal and communication skills, plus high level of professionalism and discretion
• Outstanding service orientation and proactive problem-solving skills
• Positive, can-do attitude, flexibility and sense of humor
• Typical work schedule is 8am-5pm, though flexibility and overtime may be required by business circumstances

Responsibilities

• Proactive & thoughtful calendar management
• Extensive logistical coordination of internal and external meetings with various constituents
• Domestic & international travel itineraries and arrangements with associated expense reporting
• Diligent telephone coverage with gate-keeping expectations
• Producing various departmental materials and presentations in Word, Excel, and/or PowerPoint
• Coordinating various departmental processes such as mid-year and year-end performance management cycles, onboarding and off-boarding employees, expense approvals, etc.
• Gathering data and producing management reports
• Handling daily mail, file systems, distribution lists, etc.
• Other duties as assigned

Skills

Calendar management

Travel coordination

Email & phone screening

Discretion & professionalism

Communication skills

Multitasking

Problem-solving

Education

Undergraduate degree

Tools

MS Office Suite

Job description

WELLINGTON MANAGEMENT

Wellington Management offers comprehensive investment management capabilities that span nearly all segments of the global capital markets. Our investment solutions, tailored to the unique return and risk objectives of institutional clients in more than 60 countries, draw on a robust body of proprietary research and a collaborative culture that encourages independent thought and healthy debate. As a private partnership, we believe our ownership structure fosters a long-term view that aligns our perspectives with those of our clients.

We are transitioning to a hybrid work environment where both remote work and the office play a critical role. Our vision is a future where all employees are empowered to work flexibly to drive the best outcomes for our clients. Flexible work is a mindset and a core value. Our employees are encouraged to work remotely two days a week as a standard practice and will have flexibility in terms of working hours.

The Investment Science group is in search of an Executive Assistant. This position will support a team that includes Global Risk Analysts, Quantitative Investment Analysts as well as Investment Science Associates. The Investment Science group is a growing and evolving department and it needs an individual that is open to embracing change.

The ideal candidate possesses strong organizational skills and has the ability to prioritize assignments and responsibilities within a deadline-driven environment. This individual will also have outstanding attention to detail and will have an anticipatory, problem-solving personality.

Responsibilities

• Proactive & thoughtful calendar management
• Extensive logistical coordination of internal and external meetings with various constituents
• Domestic & international travel itineraries and arrangements with associated expense reporting
• Diligent telephone coverage with gate-keeping expectations
• Producing various departmental materials and presentations in Word, Excel, and/or PowerPoint
• Coordinating various departmental processes such as mid-year and year-end performance management cycles, onboarding and off-boarding employees, expense approvals, etc.
• Gathering data and producing management reports
• Handling daily mail, file systems, distribution lists, etc.
• Other duties as assigned

Qualifications

• Undergraduate degree with strong academic credentials preferred
• 1+ years of administrative and/or operational support experience; background in hospitality or customer facing roles is viewed favorably
• Enthusiastic and adaptable with new technologies as they become part of the team's workflow
• Experience in MS Office (Word, Outlook, Excel, & PowerPoint)
• Experience with MS Outlook for email, calendar management, and meeting coordination
• Excellent attention to detail, organizational, multi-tasking, and prioritization abilities
• Exposure to international contexts through work experience, study or living abroad, and/or personal travel
• Strong interpersonal and communication skills, plus high level of professionalism and discretion
• Outstanding service orientation and proactive problem-solving skills
• Positive, can-do attitude, flexibility and sense of humor
• Ability to work independently and as part of a teamTypical work schedule is 8am-5pm, though flexibility and overtime may be required by business circumstances

Not sure you meet 100% of our qualifications? That's ok.

We are dedicated to building and maintaining a diversified workforce and considering a broad array of candidates with a variety of skill, workplace experiences, and backgrounds.

As an equal opportunity employer, Wellington Management ensures that all qualified applicants will receive equal consideration for employment without regard torace, color, sex, sexual orientation, gender identity, gender expression, religion, creed, national origin, age, ancestry, disability (physical or mental), medical condition, citizenship, marital status, pregnancy, veteran or military status, genetic information or any other characteristic protected by applicable law.If you are a candidate with a disability, or are assisting a candidate with a disability, and require an accommodation to apply for one of our jobs, please email us [e-mail].