Executive Assistant

Wellington Management; New York (NY); Hybrid; USD 60,000 - 110,000; Full time

Benefits offered by this job

Retirement plan

Health & wellbeing

Dental

Vision

Pharmacy coverage

Health savings account

Flexible spending accounts & commuter

Employee assistance program

Life and disability insurance

Adoption assistance

Back-up childcare

Tuition/CFA reimbursement & paid time

Job summary

Wellington Management seeks an Executive Assistant to support the Fixed Income Boutiques Leadership Team. The role requires strong organizational, multi-tasking, and communication skills with discretion and professionalism.

Responsibilities include calendar management, meeting logistics, expense reviews, travel planning, research, and project support in a deadline-driven environment. In-office presence is required four days a week with one flexible work-from-home day.

Qualifications

• Minimum of 3 years' experience in an administrative role in a professional services organization.

Responsibilities

• Coordinate complex scheduling across multiple time zones for a global team.
• Organize logistics for internal and external meetings, offsites, and events.
• Prepare and review expense reports; approve expenses for the Fixed Income department.
• Plan domestic and international travel with detailed itineraries.
• Conduct research and compile reports using internal systems and external sources.
• Provide cross-coverage and backup support to other EAs and leadership teams.
• Support ad hoc projects for the team and firm leadership.
• Assist in creation and formatting of PowerPoint presentations.
• Coordinate year-end performance activities scheduling and documentation.
• Manage team subscriptions, renewals, and business card ordering.
• Lead onboarding for all new Fixed Income team members.

Skills

MS Office proficiency

AI & data-driven workflow

Interpersonal skills

Discretion & professionalism

Prioritization & organization

Tools

Microsoft Office Suite

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

The Executive Assistant will provide administrative and operational support for the Fixed Income Boutiques Leadership Team within the Investment Platform. The ideal candidate will possess strong organizational, multi-tasking, and communication skills with excellent attention to detail along with outstanding service-orientation, persistence, mature judgment, diplomacy, and discretion. They will be a team player with a strong work ethic and the capacity to prioritize in a deadline-driven environment while representing senior firm leadership with multiple internal and external constituencies.

Responsibilities

The Executive Assistant will provide high-level administrative support to the team, ensuring seamless daily operations and contributing to the overall efficiency of the organization. Key responsibilities include:

• Calendar Management: Coordinate complex and proactive scheduling across multiple time zones for a global team.
• Meeting & Event Coordination: Organize logistics for internal and external meetings, offsites, and special events.
• Expense Management: Prepare and submit accurate expense reports in a timely manner, and review and approved expenses on behalf of the Fixed Income department.
• Travel Arrangements: Plan and book domestic and international travel, including detailed itineraries and accommodations.
• Research & Reporting: Conduct research and compile reports using internal systems and external sources.
• Team Support: Provide cross-coverage and backup support to other Executive Assistants and leadership teams as needed.
• Project Assistance: Support ad hoc projects for both the immediate team and broader firm leadership.
• Presentation Support: Assist in the creation and formatting of PowerPoint presentations.
• Performance Review Coordination: Manage scheduling and documentation for year-end performance activities.
• Subscription Oversight: Maintain and manage team subscriptions and renewals, and Business Card ordering.
• Onboarding: Lead the onboarding process for all new Fixed Income team members, ensuring a smooth and welcoming experience.

Qualifications

• Minimum of 3 years' experience within an administrative role in a professional services organization
• Demonstrate advanced proficiency in MS Office (Word, Excel, Outlook, OneNote, and PowerPoint) and a willingness to learn new technologies to enhance efficiency.
• Demonstrated ability to utilize AI and data-driven insights to streamline workflows, improve operational effectiveness, and support strategic projects.
• Outstanding interpersonal and communication skills, plus high level of reliability, professionalism, and discretion
• Strong service orientation and proactive problem-solving skills
• Excellent organizational, multi-tasking, and prioritization abilities
• Fastidious detail orientation and overall work quality
• Ability to work under deadlines and to accommodate last-minutes changes
• Positive, can-do attitude; flexibility; sense of humor
• Given the early nature of the team, this role requires an in-office presence by 7:00 AM, with the workday concluding approximately 4:00 PM, 4 days in office, 1 day flexible to work from home.

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.

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]* .

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.