Executive Assistant

Posted 10/24/2023 By Jennifer Keane

Executive Assistant- hybrid schedule- 3x a week and 2x a week from home South Station location

$95,000 base salary plus bonus

Job Description:

Overview: As an Executive Assistant at our Investment Manager Firm you will play a crucial role in supporting our senior management team in a dynamic and fast-paced environment. Your strong calendar management and technical skills will be essential in ensuring the seamless operation of our executives' daily activities and facilitating efficient communication both internally and externally.

Key Responsibilities:

1. Calendar Management:

  • Efficiently manage and prioritize the calendars of senior executives, scheduling meetings, conference calls, and appointments.
  • Coordinate travel arrangements, including flights, accommodations, and ground transportation, ensuring all details are well-organized.

2. Technical Skills:

  • Utilize various software and tools to streamline administrative tasks, such as Microsoft Office Suite, project management software, and CRM systems.
  • Troubleshoot technical issues and provide support to the team in using technology effectively.

3. Communication and Correspondence:

  • Draft, edit, and proofread emails, memos, reports, and presentations on behalf of executives.
  • Handle incoming and outgoing communications, ensuring professionalism and discretion.

4. Meeting Coordination:

  • Arrange, prepare, and attend meetings, taking minutes, tracking action items, and following up on outstanding tasks.
  • Set up and manage video conferences and webinars, ensuring a smooth and professional experience.

5. Document Management:

  • Organize and maintain confidential documents and files, including contracts, financial reports, and sensitive information.
  • Implement efficient document retrieval systems for quick access when needed.

6. Administrative Support:

  • Provide general administrative support, including filing, photocopying, and data entry.
  • Assist in the preparation of expense reports and budget tracking.

7. Project Assistance:

  • Collaborate with the executive team on special projects, research tasks, and ad-hoc assignments as needed.
  • Maintain project timelines and assist in project management when necessary.


  • Proven experience as an executive assistant or in a similar role within a corporate environment.
  • Strong technical skills with proficiency in Microsoft Office Suite and other relevant software.
  • Exceptional organizational and time management skills, with the ability to prioritize tasks effectively.
  • Excellent communication skills, both written and verbal, with a high level of professionalism.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Strong problem-solving abilities and a proactive, can-do attitude.
  • Bachelor's degree or equivalent work experience.


  • Competitive base salary of $95,000 plus bonus.
  • Health, dental, and vision insurance options.
  • Retirement savings plan with company contributions.
  • Ongoing professional development opportunities.
  • A collaborative and supportive work environment within a reputable investment manager firm.

If you meet the qualifications and are ready to provide top-notch support to our senior management team, we encourage you to apply for this Executive Assistant position at [Investment Manager Firm, Your expertise in calendar management and technical skills will be instrumental in driving our success.

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