Hybrid Executive Assistant

at Group 1001

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Waltham, United States

About the role

• Executive Assistant managing calendars and communications for an investments management group. Collaborating with a tight-knit administrative team to ensure seamless operations.

Responsibilities

• Manage complex ever-changing calendars for multiple managing directors with competing priorities.
• Preparation of monthly invoices for approval and submit to AP for payment distribution
• Coordinate meetings, including preparation of agendas, materials, and follow-up documentation
• Handle confidential information with discretion, including client information and data
• Coordinate onsite meetings, leadership events, and travel arrangements
• Screen and prioritize communications, correspondence, and information requests
• Prepare presentations, reports, and executive-level correspondence
• Respond promptly to all incoming inquiries, analyze needs, and recommend solutions
• Close collaboration with the administration team

Requirements

• 2 to 5 years’ experience in an executive assistant position supporting multiple leaders.
• Bachelor’s Degree is required
• 5+ years’ experience and proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
• Prior experience with expense management software and data share site
• Proactive with the ability to take initiative and be flexible to customize the administrative support to each leader's needs
• Strong interpersonal communication, and problem solviing capabilities
• Exceptional organizational skills, time management, and attention to detail
• Proven ability to manage competing priorities with impeccable follow through
• Dedicated, reliable, thorough, and a professional, can-do attitude
• Proven ability to meet deadlines, handles multiple requests and be flexible
• Demonstrated ability to handle confidential information with integrity
• Professional demeanor and executive presence

Benefits

• Employees (and their families) are eligible to participate in the Company’s comprehensive health, dental, and vision insurance plan options.
• Employees are also eligible for Basic and Supplemental Life Insurance, Short and Long-Term Disability.
• All employees (regardless of hours worked) have immediate access to the Company’s Employee Assistance Program and wellness programs—no enrollment is required.
• Employees may also participate in the Company’s 401K plan, with matching contributions by the Company.