Executive Assistant

Wellington Management; Massachusetts; Hybrid; USD 60,000 - 110,000; Full time

Benefits offered by this job

Corporate bonus

Comprehensive benefits package

Hybrid work schedule (4 days in office

Remote day each week

Job summary

Wellington Management, a premier investment firm, seeks an Executive Assistant to support the Industrials & Energy team. You will manage calendars, coordinate extensive travel, and organize meetings for senior professionals, delivering proactive, discrete support in a fast-paced setting.

The role requires strong organizational skills, attention to detail, and a solutions-oriented mindset, with opportunities to contribute across logistics, events, and project work.

Qualifications

• Minimum of 3 years' experience in an administrative role in a professional services organization.
• Experience supporting senior stakeholders in a fast-paced environment with significant travel and complex scheduling.
• Experience coordinating domestic and international travel, meeting logistics, and expense management.
• Exposure to investment management or financial services is favorable.
• Advanced proficiency in Microsoft Office and willingness to learn new technology.

Responsibilities

• Provide proactive, high-quality administrative support to investment professionals, anticipating needs in a fast-paced environment.
• Manage complex calendars, balance shifting schedules, and handle time-sensitive meeting requests.
• Coordinate domestic and international travel, multi-leg itineraries, accommodations, and changes.
• Plan and execute logistics for a high volume of meetings, coordinating with internal and external participants.
• Support conference planning, registration, travel, and materials preparation.
• Manage expense reports from preparation to reconciliation in line with firm policies.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder communication

Microsoft Office

Job description

About Us

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.

About The Role

Wellington Management is seeking an Executive Assistant to provide dedicated support to investors on the Industrials & Energy team. This role serves as a trusted administrative partner, working closely with investment professionals to help manage competing priorities, coordinate complex logistics, and ensure seamless execution across a broad range of business activities.

The Executive Assistant will play a critical role in supporting a fast-paced, highly dynamic investment environment. This position carries significant responsibility for managing complex calendars, coordinating extensive domestic and international travel, facilitating high volumes of internal and external meetings, and ensuring day-to-day team activities run smoothly. Success in this role requires strong organizational skills, exceptional attention to detail, sound judgment, and the ability to remain flexible as priorities evolve.

We are seeking a highly motivated and resourceful professional who thrives in a collaborative environment and enjoys building strong relationships across a team. The ideal candidate combines a proactive mindset with a high degree of patience, adaptability, and service orientation. They are comfortable engaging with a wide range of stakeholders, take initiative without being asked, and bring a positive, solutions-focused approach to both routine responsibilities and unexpected challenges. This role is particularly well suited for someone who enjoys being deeply connected to the business, values partnership, and takes pride in creating a seamless experience for those they support.

Primary Responsibilities

• Provide proactive, high-quality administrative support to investment professionals, anticipating needs and helping manage competing priorities in a fast-paced environment.
• Manage complex and highly active calendars, balancing shifting schedules, competing demands, and time-sensitive internal and external meeting requests with sound judgment and attention to detail.
• Coordinate extensive domestic and international travel, including multi-leg itineraries, accommodations, and last-minute changes requiring flexibility and problem-solving.
• Plan and execute logistics for a high volume of internal and external meetings, partnering with colleagues, external organizations, and administrative professionals to ensure a seamless experience for all participants.
• Support conference planning and coordination, including registration, scheduling, travel arrangements, and materials preparation.
• Assist with the coordination of team meetings, recurring group activities, and offsites.
• Manage expense reports, including preparation, submission, reconciliation, and follow-up to ensure timely and accurate processing in line with firm policies.
• Build strong relationships with stakeholders across the firm, serving as a responsive, professional, and trusted point of contact.
• Exercise discretion and judgment when handling confidential information, sensitive matters, and requests requiring thoughtful prioritization.
• Remain actively engaged in team priorities and dynamics, helping drive follow-through, coordination, and continuity across a wide range of activities.
• Provide cross-coverage and backup support to other Executive Assistants as needed, contributing to a collaborative administrative team.
• Support ad hoc projects and evolving initiatives, demonstrating curiosity, flexibility, and a willingness to take on new responsibilities.

Qualifications

• Minimum of 3 years' experience within an administrative role in a professional services organization.
• Experience supporting senior stakeholders in a fast-paced environment with significant travel, scheduling complexity, and competing priorities.
• Experience coordinating domestic and international travel, meeting logistics, and expense management.
• Exposure to investment management, financial services, or similarly dynamic professional environments will be viewed favorably.
• Advanced proficiency in Microsoft Office with an ability and desire to learn new technology to drive efficiencies.
• Demonstrated strong detail orientation, diligence, and commitment to high-quality work.
• Excellent organizational, multitasking, and prioritization abilities.
• Exceptional interpersonal skills with the confidence to build strong relationships across a wide range of stakeholders.
• Proactive problem-solving skills and an anticipatory mindset.
• High level of reliability, professionalism, and discretion.
• Ability to adapt communication style to different audiences and navigate changing priorities with patience and composure.
• Positive, can-do attitude, flexibility, sound judgment, and a collaborative approach to teamwork.

As an equal opportunity employer, Wellington Management ensures that all qualified applicants will receive equal consideration for employment without regard to race, 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 at [e-mail].

Benefits

At Wellington Management, our approach to compensation is designed to help us attract, inspire and retain the best talent in our industry.We strive to pay employees fairly and competitively across all levels and roles. Our approach to compensation considers all aspects of total compensation; all employees are eligible to receive salary, variable compensation, and benefits.

The base salary range for this position is:

USD 60,000 - 110,000

This range takes into account the wide range of factors that are considered when making compensation decisions, including but not limited to skill sets; role; skills and experience; certifications; and education. This range is an estimate, and further details on salary and total compensation aspects will be shared with candidates during the recruitment process.

Base salary is only one component of Wellington’s total compensation approach. Other rewards may include a discretionary Corporate Bonus and/ or Incentives, if eligible. In addition, we offer a comprehensive and high value benefit package to meet the unique needs of our employees and their families, and we are committed to fostering a flexible work environment that enables employees to thrive personally and professionally.

Examples of our benefits include retirement plan, health and wellbeing, dental, vision, and pharmacy coverage, health savings account, flexible spending accounts and commuter program, employee assistance program, life and disability insurance, adoption assistance, back-up childcare, tuition/CFA reimbursement and paid time off (leave of absence, paid holidays, volunteer, sick and vacation time)

We believe that in person interactions inspire and energize our community and are essential to our culture. In support of this commitment, our employees work from our offices 4 days a week with flexibility to work remotely 1 day a week. We believe that this approach ultimately supports our mission to deliver investment excellence to our clients and their beneficiaries over the long term.