Asset & Wealth Management, Administrative Assistant, Boston

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.