Executive Assistant and Operations Coordinator - Boston, MA

Summary Of Responsibilities

• Provide a highly professional level of administrative support to the Investment Office, maintaining strong working relationships with internal stakeholders across the institution.
• Proactively manage calendars and coordinate meetings for members of the investment team.
• Arrange domestic and international travel, including flights, hotels, and itineraries, ensuring efficiency and alignment with team preferences.
• Prepare and submit accurate and timely expense reports for investment team members.
• Care for onboarding of new team members, including seasonal interns, ensuring access to systems, materials, and office resources.
• Support the operations team by systematically retrieving manager reports from external portals and organizing them within the office's internal data management and CRM systems using appropriate tagging and filing conventions.
• Monitor and manage the shared team email inbox, categorize incoming correspondence, and escalate high-priority items to the appropriate team members.
• Willingness to learn web-based software tools and facilitate data uploads.
• Identify opportunities to improve processes and operational efficiency, including recommendations for the use of technology and automation tools.
• Provide first-level technical support to the investment team by troubleshooting basic technology issues and coordinating with internal IT and external service providers to ensure timely resolution.
• Explore and evaluate emerging technology and AI tools that may enhance workflow efficiency and office productivity, and provide recommendations for implementation.
• Support the preparation of presentations, reports, and other materials as needed, ensuring accuracy and timely delivery.
• Will require proficiency with PowerPoint and Excel.
• Serve as the primary point of contact for visitors and guests to the office.
• Maintain a professional and organized workspace by monitoring and ordering office supplies as needed.
• Manage relationships with vendors and service providers and ensure timely processing of invoices for office utilities, subscriptions, and services.
• Assist with special projects as assigned.

Qualifications

• Associate's Degree.
• 3 to 5 years of related experience.
• Equivalent work experience in lieu of minimum education and related experience.
• Candidates with fewer than 5 years of experience must demonstrate advanced proficiency in core job functions.
• Successful completion of required reference and background checks.
• An acceptable criminal offender records information (CORI) check.