Executive Assistant

wellington; United States; On-site; USD 85,000 - 120,000; Full time

Job summary

Wellington Management is seeking an Executive Assistant to support the Head of Human Resources and senior HR leadership. The role focuses on proactive scheduling, confidential handling of information, and cross-functional coordination in a fast-paced environment.

You will optimize meeting logistics, assist with project coordination, and leverage AI tools to improve efficiency. This in-office role requires strong discretion and a proactive, service-oriented mindset.

Qualifications

• 5+ years in an administrative role in a professional services organization.
• Advanced proficiency with MS Office and Microsoft Copilot, with a drive to improve processes.
• Experience using AI/data-driven insights to streamline workflows.
• Outstanding interpersonal and communication skills, executive presence, discretion with confidential information.
• Strong organizational, multi-tasking, prioritization, and project management abilities.

Responsibilities

• Provide high-level administrative support to the Head of HR and leadership team.
• Manage complex calendars, scheduling, and calendar conflicts across executives and committees.
• Prepare, submit, and audit expense reports; handle travel arrangements.
• Support HR initiatives, onboarding, and project coordination with cross-functional teams.
• Assist in creating and formatting presentations with PowerPoint and Copilot.
• Coordinate year-end performance activities and related documentation.
• Maintain strong stakeholder relationships across senior leadership and HR contacts.

Skills

Executive communication

Discretion & confidentiality

Calendar management

Project coordination

AI-driven process improvements

Education

Bachelor's degree in Business Administration

Tools

Microsoft Copilot

MS 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 high-level administrative and operational support to the Head of Human Resources, and a subset of the leadership team, serving as a trusted partner who anticipates needs, exercises sound judgment, and helps manage a dynamic, fast-moving agenda. This role requires strong discretion, organization, prioritization, and communication skills, with regular exposure to confidential people-related matters and frequent interaction with senior business leaders of the firm, HR colleagues, and external stakeholders.

The ideal candidate is proactive, detail-oriented, and comfortable operating with autonomy in an ambiguous, fast-paced environment. They will enjoy solving complex scheduling, calendar and logistical puzzles, supporting project coordination for HR initiatives, and using technology and AI to improve processes, increase efficiency, and create leverage for the team.

RESPONSIBILITIES

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

• Calendar Management : Proactively manage a complex, fast-moving calendar involving the Head of HR, coordinating with the CEO, various committees, HR Leadership Team, business leaders, and external stakeholders; anticipate conflicts, identify risks, protect focus time, and help reorient priorities when schedules shift.
• Meeting & Event Coordination : Organize logistics for internal and external meetings, often partnering closely with assistants across the firm
• Expense Management : Prepare and submit accurate expense reports in a timely manner, and review and approve expenses on behalf of the HR department.
• Travel Arrangements : Plan and book domestic and international travel, including detailed itineraries and accommodations.
• Team Support : Provide cross-coverage and backup support to other Executive Assistants and leadership teams as needed.
• Senior Stakeholder Partnership : Serve as an extension of the leader by anticipating needs, managing trade-offs, exercising sound judgment, and helping maintain momentum across a broad set of priorities.
• Relationship Building : Build strong, collaborative relationships across senior leadership offices, HR colleagues, external contacts, and the administrative assistant community to support effective coordination and partnership.
• Project & Operational Support : Track commitments, follow-ups, talent calendar milestones, upcoming deadlines, and action items from leadership teams, talent committees, and other workstreams to ensure priorities move forward and nothing falls through the cracks.
• Presentation Support : Assist in the creation and formatting of team meeting, Town Halls and other presentations using PowerPoint and copilot
• Performance Review Coordination : Manage scheduling and documentation for year-end performance activities.
• Onboarding : Lead the onboarding process for all new HR team members, ensuring a smooth and welcoming experience.

QUALIFICATIONS

• Minimum of 5 years' experience within an administrative role in a professional services organization
• Demonstrate advanced proficiency in MS Office (Word, Excel, Outlook, OneNote, and PowerPoint) and Microsoft Co-pilot, and a curiosity for improve processes and increase efficiency.
• Comfort adopting new technologies and demonstrated ability to utilize AI and data-driven insights to streamline workflows, improve operational effectiveness, and support strategic projects.
• Outstanding interpersonal and communication skills, executive presence, high level of reliability, professionalism, and absolute discretion when handling confidential and sensitive information
• Strong service orientation, proactive problem-solving skills, and the ability to anticipate needs rather than wait for direction
• Excellent organizational, multi-tasking, prioritization, and project management skills, with the ability to manage logistics, track commitments, and ensure follow-through across multiple workstreams
• Fastidious detail orientation and overall work quality
• Ability to work under deadlines, accommodate last-minute changes, and remain flexible and resilient in a fast-paced environment where priorities shift frequently
• Positive, can-do attitude; flexibility; sense of humor

Given the early nature of the team, this role requires an in-office presence