THE ROLE

The Sr. Administrative Assistant role will provide administrative support for senior managements and others within the business unit. This person will perform a variety of administrative duties, which may be complex in nature in support of members of senior management and ensure timely completion of administrative details, while being mindful of business unit budget.

WHAT YOU WILL DO

• Provides receptionist coverage including:
  • Greets, assists and escorts guests to meeting rooms;
  • Answers and directs incoming phone calls; relays messages as necessary;
  • Liaise with internal and external clients to ensure guest arrival;
  • Handles all mail requests such as sorting, distributing, mailing, and accepting deliveries; and orders supplies and maintains stock in supply and copier rooms.
• Partners with the investment administrative team to understand the business needs of the Investment Department while maintaining an active awareness of companies, industries and sectors being followed; works proactively to meet those needs while following department procedures and guidelines.
• Maintains an active awareness and understanding of all department systems and databases.
• Performs a variety of administrative duties for various investment professionals, which may be complex in nature, to ensure smooth and efficient department operations, including:
  • Updates and maintains spreadsheets, databases, presentations and other documents; distributes reports as requested;
  • Maintains email, calendar and voicemail accounts;
  • Assists in coordinating travel and processing expenses & reimbursement;
  • Manages company earnings schedules and pulls research as needed;
  • Schedules internal and external meetings and rooms: connects video and voice conferences; sets-up and clears rooms, including meals.
• May be asked to provide support for additional investment professionals when assistants are out of the office.
• May be required to split time on different investment floors depending on the need for coverage.
• Processes expenses in a timely manner and submits Gifts & Entertainment requests as needed.
• Coordinates International visits and provides administrative support of those visitors while in the Boston Office, as needed.
• Performs additional duties as requested.

WHAT WE ARE LOOKING FOR

• Minimum 1-4+ years' relevant work experience.
• Customer service skills, flexibility and maintains a positive attitude and work ethic.
• Willingness and availability to work extended hours; Flexible and team oriented.
• Excellent interpersonal and communication skills.
• Strong computer skills including proficiency in Microsoft Outlook and Office.
• Experience with travel and expense management, video conferencing equipment.