Senior Executive Assistant

MFS Investments; Smithfield (RI); On-site; USD 65,000 - 90,000; Full time

Job summary

Fidelity is seeking an experienced Senior Administrative Assistant to support executives at all levels. The role emphasizes managing complex calendars, coordinating travel, and handling confidential information with discretion in a fast-paced, collaborative environment.

The ideal candidate has 8+ years of senior admin experience and a strong background in administering executive support within a corporate or financial services setting.

Qualifications

• Bachelor's degree strongly preferred, but not required
• Must have 8 plus years of senior executive admin experience
• Financial industry background is highly preferred

Responsibilities

• Manage and prioritize complex executive calendars across Fidelity
• Coordinate travel, organize expense reports, and process invoices
• Meeting coordination, offsite planning and management including guest management, hybrid (remote and in-person) setup, AV needs, managing across time zones including India, conference room reservations, plan team building activities, food and beverage catering etc.
• Assist with scheduling large meetings and offsites as well as special projects
• Provide support in various administrative projects, assisting executives by taking responsibility for complex details and execute independently
• Initiate resolution of complex problems and inefficiencies
• Maintain confidentiality and possess a thorough knowledge of the Executive's span of control and company policies and procedures
• Work with advanced spreadsheets, databases, and word processing software packages to support executives by creating quality presentations, reports and current data and information

Skills

Senior executive admin experience

Calendar management

Travel coordination

Communication skills

Discretion and confidentiality

Education

Bachelor's degree (preferred)

Tools

SharePoint

Office Teams

Microsoft Word

Excel

PowerPoint

Outlook

Job description

Fidelity will not provide immigration sponsorship for this position.

Job Description:

The administrative staff at Fidelity plays a vital role in the company's success, and those individuals serving in these positions are recognized by their colleagues as key members of their group, department, or interpersonal team. You will work directly with, and provide support to, management at all levels of the company and frequently share best practices as well. This role is part of an admin model and support assignments can shift as business needs change.

As an important member of the FI Admin Team, you frequently will be called upon to use your excellent interpersonal skills as you support management at all levels of the company and directly interact with business partners. You will be asked to prioritize multiple tasks simultaneously and serve as the focal point of a multifaceted, fast-paced business environment.

The Expertise You Have

• Bachelor's degree is strongly preferred, but not required
• Must have 8 plus years of senior executive admin experience
• This position requires a broad understanding of company/functional policies and practices, financial industry background is highly preferred

The Skills You Bring

• Polished senior executive assistant with professional maturity and previous corporate environment experience
• Proven track record to effectively interact with senior level management and have excellent communication skills
• Advanced administrative skills to provide daily executive support, while simultaneously working on administrative projects and other broader tasks
• Effectively work in a high volume, face-pace environment, managing multiple priorities
• Detail-oriented, proactive, and possess strong organizational skills
• Self-starter with a strong sense of ownership who has the initiative to proactively identify and resolve problems and know when to seek clarification or assistance
• Can exercise extreme sensitivity, discretion, and judgment as you will be tasked with assignments that are often confidential and complex in nature
• Flexible and willing to adapt to different work styles, preferences, and frequently changing priorities
• A teammate who develops strong working relationships with colleagues across the company
• Willing to learn and advance your skills
• Have excellent writing and grammar skills (i.e. for generating and editing memos and emails) and are proficient in MS Office (SharePoint, Office Teams, Microsoft Word, Excel, PowerPoint, and Outlook)

The Value You Deliver

• Manage and prioritize complex executive calendars across Fidelity
• Coordinate travel, organize expense reports, and process invoices
• Meeting coordination, offsite planning and management including guest management, hybrid (remote and in-person) setup, AV needs, managing across time zones including India, conference room reservations, plan team building activities, food and beverage catering etc.
• Assist with scheduling large meetings and offsites as well as special projects
• Provide support in various administrative projects, assisting executives by taking responsibility for complex details and execute independently
• Initiate resolution of complex problems and inefficiencies
• Maintain confidentiality and possess a thorough knowledge of the Executive's span of control and company policies and procedures
• Work with advanced spreadsheets, databases, and word processing software packages to support executives by creating quality presentations, reports and current data and information

Fidelity's Onsite Working Model
Fidelity is transitioning to a full-time onsite working model through a phased rollout across regions and roles. Currently, some roles and locations require 100% onsite presence, while others require less. Onsite expectations are likely to evolve as the rollout continues. This transition does not apply to fully remote roles.

Certifications:

Category:

Administration

Please be advised that Fidelity's business is governed by the provisions of the Securities Exchange Act of 1934, the Investment Advisers Act of 1940, the Investment Company Act of 1940, ERISA, numerous state laws governing securities, investment and retirement-related financial activities and the rules and regulations of numerous self-regulatory organizations, including FINRA, among others. Those laws and regulations may restrict Fidelity from hiring and/or associating with individuals with certain Criminal Histories.