Job Description

Job Description

Job Description

Our client, a capital management firm in Boston, is hiring an Executive Assistant to support their C-suite executive team! The Executive Assistant will play a crucial role in ensuring the smooth operation of the executive office. This position involves providing high-level administrative support to the C-suite executives, managing complex schedules, coordinating high-stakes meetings, and handling sensitive information with discretion. The ideal candidate will possess exceptional organizational skills, a proactive attitude, and the ability to handle multiple priorities in a fast-paced environment.

Key Responsibilities:

• Provide comprehensive administrative support to the CEO, CFO, CIO, and other C-suite executives as needed. This includes managing calendars, scheduling meetings, and arranging travel itineraries.
• Organize and coordinate high-level meetings, including preparing agendas, taking minutes, and ensuring follow-up on action items.
• Manage logistics for board meetings and investor presentations.
• Serve as the primary point of contact between executives and internal/external stakeholders. Draft and proofread correspondence, presentations, and reports. Handle confidential and sensitive information with the utmost discretion.
• Project Assistance: Assist with various projects and initiatives by providing research, preparing reports, and tracking project milestones. Support the execution of strategic initiatives as directed by the executive team.
• Oversee office operations for the executive team, including managing office supplies, coordinating with IT for tech support, and ensuring a professional and organized environment.
• Coordinate executive-related events such as corporate functions, client dinners, and team-building activities. Handle all aspects of event planning, including logistics, invitations, and follow-up.
• Arrange complex travel itineraries, including flights, accommodations, and ground transportation. Ensure executives’ travel plans are efficient and cost-effective.
• Assist with expense reporting, budget tracking, and invoice processing. Ensure timely and accurate submission of expense reports and manage petty cash as required.

Qualifications:

• Bachelor’s degree in Business Administration, Management, or a related field preferred.
• Minimum of 4 years of experience as an executive assistant or similar role, preferably within the financial services or capital management industry.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with industry-specific software.
• Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
• High level of discretion and confidentiality.
• Proactive and resourceful with a keen attention to detail.
• Professional demeanor with excellent interpersonal skills.
• Ability to work independently and as part of a team.
• Adaptability and flexibility to meet changing demands.

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