Job Description

Outsourced Investment Office looking for an Administrative Assistant for their Boston office.

Company : Fast-paced and professional company culture at a growing firm with a global presence

Hours/Schedule : Full-time flexible with 3 days on site in Boston and 2 days of remote work

Job Type : Direct hire

Location Requirements : Hybrid

Rate : Competitive base salary plus bonus and excellent benefits

Job Description : Seeking an Administrative Assistant to join Business Operations Team based in Boston, MA. This individual will provide administrative support to senior team members/executives and share in business operational support responsibilities in the firm's Boston office. Responsibilities of this individual will include handling day to day calendar and meeting management, expense reporting and travel planning, as well as additional daily and ongoing administrative tasks. As a fast growing, 350+ person company, the firm is seeking someone who is motivated, a self-starter, adaptable and comfortable working on a small team in an extremely fast-paced, ever-changing entrepreneurial environment.

Responsibilities :

Meetings and Calendaring

• Manage complex calendars on behalf of supported senior team members
• Schedule meetings including meeting space and AV requirements
• Proactively review calendars to identify potential conflicts and update as required
• Liaise with other Business Operations team members to coordinate and manage meeting logistics, including booking meeting rooms, coordinating guest building and security access, and providing catering as needed

Travel and Expenses

• Coordinate all aspects of domestic and international travel
• Manage payment and tracking of meeting and itinerary changes
• Track business expenses and prepare expense reports including reconciliation of credit card transactions and monthly statements
• Organize logistics for travel and meetings (e.g., conference registrations, meeting rooms, ground transportation, etc.) and ensure team members are prepared for meetings (e.g., have the necessary materials)

Other Administrative Support

• Utilize effective judgement in handling mail, email, correspondence, confidential material and requests
• Escalate important and urgent items for appropriate action as needed
• Register for conferences and networking events in a timely manner
• Assist in the planning and execution of events, special ad hoc projects, and catering
• Help with formatting and design of documents and presentations using PowerPoint, Excel and Word
• Research and track information in the database as requested
• Ensure all information security processes, policies and procedures are adhered to and any issues or concerns are raised with the Cyber Security team
• Ensure full compliance with all local data protection regulations and privacy controls, and any related issues are raised via the appropriate channels

Business Operations Support

• Assist with planning and organization of company-wide meetings and events
• Providing occasional reception coverage for business operations team
• Welcome and direct visitors
• Answer phones and screen incoming calls
• Prepare and maintain meeting rooms
• Assist with team and guest catering

Qualifications :

• Bachelor’s degree or equivalent work experience required
• Minimum 3-5 years of experience with direct administrative support of senior-level team members
• Excellent organization, prioritization, written/verbal communication and analytical skills
• Ability to multitask in a fast-paced environment
• Strong interpersonal and customer service skills
• Highly proactive with strong attention to detail
• High degree of polish, professionalism and sound judgement with understanding of when and how to escalate issues
• Ability to handle sensitive information with discretion and confidentiality
• Solution oriented and able to work independently and as part of a team
• High proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook)

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