Executive Assistant/Office Manager

Needham & Company; Boston (MA); On-site; USD 85,000 - 100,000; Full time

Benefits offered by this job

401(k) matching contributions

Health, dental, vision insurance

Paid time-off plan

Job summary

Needham & Company in Boston is seeking an experienced Executive Assistant/Office Manager to support senior bankers and manage office tasks efficiently. The ideal candidate must have 5+ years in investment banking administration and be proficient in Microsoft Office tools.

This role involves coordinating executive schedules, handling complex travel arrangements, and ensuring smooth office operations. A salary range of $85,000 - $100,000 is expected, with additional benefits like health insurance and 401(k) matching.

Qualifications

• 5+ years of experience in Administration in the Investment Banking or financial services industry.
• Ability to thrive in a fast-paced environment with changing schedules.
• Strong discretion and judgment when responding to inquiries.

Responsibilities

• Coordinate executive level appointments and meetings.
• Manage heavy call and email volume professionally.
• Organize complex travel arrangements.

Skills

Organizational skills

Written and verbal communication

Multitasking

Proficiency in Microsoft Excel

Proficiency in Microsoft Word

Proficiency in Microsoft Outlook

Job description

Needham & Company, a full service Investment Bank, has an immediate need in their Boston office for an experienced Executive Assistant / Office Manager to provide support for several senior bankers and the general office. Daily responsibilities include, but are not limited to:

Responsibilities

• Coordinate all aspects of executive level appointments, meetings and conference calls (including internal and external management teams); Understands executives’ priorities and objectives to effectively manage the calendar
• Managing heavy call & email volume; exercising good discretion & judgment when responding to inquiries
• Coordinate complex travel arrangements – including frequent changes. (Proactively manages downstream impact of changing travel schedules).
• Takes the lead and acts as a direct liaison with clients, including meeting outreach
• Organizes highly confidential company and department information
• Manages expense reports through T&E system.
• General office management- block and tackling all administrative needs: replenish kitchen/office supplies, send/receive packages, distribute mail, new hire set up, booking conference rooms, etc.
• Point person on all office/building vendor needs and inquiries
• Working closely with highly collaborative and collegial team of professionals
• Office event planning
• Coordination with team members across all departments and locations

The Ideal Candidate Must Be

• Highly organized, able to efficiently multi-task and most of all be able to thrive in a fast pace environment with executive’s frequently changing & highly demanding schedules
• Possess strong written and verbal communications skills with the ability work in a pressured, deadline oriented environment. The position also calls for flexibility, and the ability to work well with all levels of internal management and staff, as well as outside Clients.
• Proficient in Microsoft Excel, Word, Outlook, and other computer programs;
• 5+ years of experience in Administrative in the Investment Banking, Capital Markets, Private Equity, or other financial services related industry
• Willing to come into our office 4-5 days a week

The good-faith expected salary range for the above position is $85,000 - $100,000 depending on factors including but not limited to the candidate’s experience, skills, license registration status; market conditions; and business needs. This salary range does not include other elements of total compensation, including a discretionary bonus and benefits such as a 401(k) program with company-matching contributions; health, dental, vision, life and disability insurance, flexible spending, commuter; and paid time-off plan.