Asset & Wealth Management, Administrative Assistant, Boston

Wealth Management | Boston, MS

Administrative Assistant

Job Summary & Responsibilities:

• Provides advanced administrative support to Executive within the Boston Region in a complex team environment
• Maintains complex and extremely detailed calendars, including senior-level internal/external meetings and conference calls; prioritizes meeting requests and all related client logistics.
• Handles highly confidential and sensitive information with the utmost discretion and compliance.
• Manages a high volume of phone calls and interacts with high-level business leaders and clients in a professional and effective manner.
• Coordinates logistics for client calls & meetings; responds and follows up on requests in a timely manner.
• Coordinates a high volume of domestic and international travel arrangements, including visa procurement, and processes expense reports in timely manner.
• Prepares and distributes correspondence, agendas, letters, reports or other documents as requested.
• Organizes and ships materials to clients as needed.
• Works with conference and catering services for client engagements as needed.
• Maintains detailed understanding of firm policies and can handle certain issues independently and escalate appropriately
• Supports general office administrative duties (copying, filing, faxing, archiving, shipping, supplies, etc), ad-hoc projects, facilities management and/or event planning.

Qualifications:

• Experience supporting high level executive(s) in a complex environment, preferably in financial services, private sector or government.
• Ability to exercise excellent judgment and discretion in dealing with confidential material or handling highly sensitive information.
• Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.
• Extreme attention to detail and organizational skills, with ability to prioritize tasks.
• Quick learner and self-starter with excellent anticipation skills.
• Pro-active problem solver and independent thinker; ability to follow up as often as necessary.
• Ability to work well under pressure while maintaining high standards, adapt to unexpected events, prioritize and multi-task in a dynamic but deadline driven environment.
• Highest degree of integrity, professionalism, and diplomacy is required.
• Strong proficiency in MS Word, Excel, PowerPoint and Outlook is required.
• Familiar with expense platforms such as SAP Concur
• Supportive team player with a positive attitude.
• Ideal candidate has at least 8+ years of experience.

Candidate must be located onsite in the Boston office.