Job Summary & Responsibilities:
Provides administrative support to Region Head for Private Wealth Management in 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 PWM client calls & meetings; responds and follows up on requests in a timely manner.
Coordinates a high volume of travel arrangements, including visa procurement when applicable, 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.
Plan, lead and manage various events, including client engagement as well as internal entertainment. Supports general office administrative duties (copying, filing, faxing, archiving, shipping, supplies, etc), ad-hoc projects or facilities management 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.
Qualifications:
Experience supporting executive(s) in a complex environment, preferably in financial services, private sector or government is preferred.
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. Adaptable to new technologies, familiarity with CRM systems such as Salesforce is preferred.
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, enthusiastic about bringing the team together. Ideal candidate has at least 3 - 5 years of experience.
Candidate must be located onsite in the Boston office.