Executive Administrative Assistant - SLC Management

Sun Life Financial - Wellesley, MA

Full-time - Entry Level

Wellesley, MA

Securities, Commodity Contracts, and Other Financial Investments and Related Activities

About the position

The Executive Administrative Assistant at SLC Management plays a pivotal role in supporting two key leaders: the Senior Managing Director, Head of Human Resources and the Senior Managing Director, High Net Worth. This position is essential for the efficient operation of the business, providing high-quality administrative support that includes proactive behaviors to leverage the teams effectively. The role encompasses a variety of administrative tasks such as calendar management, booking both international and domestic travel, submitting expense reports, and handling ad hoc projects utilizing the Microsoft Office Suite. The successful candidate will be self-confident, proactive, and exceedingly organized, with the ability to prioritize and manage competing demands effectively. In this role, you will be responsible for managing the calendars and schedules of the two leaders, ensuring adequate preparation for meetings, and proactively identifying potential calendar conflicts. You will also be tasked with organizing events and managing logistics, including booking rooms, coordinating catering, and arranging for guests as required. Additionally, you will assist in the preparation and distribution of reports and communications, support executive recruitment, and collaborate with vendor management and finance to set up new vendors and process invoices in a timely manner. The Executive Administrative Assistant will also provide customer-focused service to internal and external clients, respond to inquiries, and manage filing and document management, including corporate secretary and regulatory requirements. Ad hoc projects may include creating and formatting presentations and documents, as well as acting as a Salesforce contact for meeting entries and management. This role may also require onsite support for the Wellesley office as needed.

Responsibilities

• Manage calendars and schedules for two leaders, ensuring adequate preparation for meetings and proactively identifying potential conflicts.
• Book international and domestic travel and manage expenses for leaders.
• Organize events and manage end-to-end logistics, including booking rooms, coordinating catering, and arranging for guests.
• Assist in the preparation and distribution of reports and communications.
• Provide support for executive recruitment.
• Collaborate with vendor management and finance to set up new vendors and process invoices in a timely manner.
• Manage updates to team including leader routines, distribution lists, calendar and activities.
• Provide customer-focused service to internal and external clients.
• Respond to general inquiries via e-mail, phone, and in person.
• Complete filing, record keeping, and document management including corporate secretary and regulatory requirements.
• Handle ad hoc projects including creating and formatting PowerPoint presentations, Word documents, and Excel spreadsheets.
• Act as a Salesforce contact and complete meeting entries/management.
• Provide onsite location support for the Wellesley office as needed.

Requirements

• 5+ years experience as an executive assistant required.
• Strong consultation, communication, and interpersonal skills with the ability to interact with a wide range of individuals.
• Strong organizational and time management skills with the ability to multitask in a fast-paced environment.
• Strong collaboration skills and ability to partner with others to get work done.
• Takes personal responsibility for delivering quality service.
• Energetic self-starter who can take initiative and work with limited supervision.
• Identifies improvement ideas and implements new work processes and practices.
• Resourceful at problem solving and continually improving job processes and procedures.
• Ability to work well under pressure.
• Knowledge of Salesforce, Oracle, Zoom, Workday, and Concur is a plus.

Nice-to-haves

• Experience with Concur preferred.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and ability to quickly learn enterprise applications.

Benefits

• Generous vacation and sick time.
• Market-leading paid family, parental, and adoption leave.
• Partially-paid sabbatical program.
• Medical plans, company paid life and AD&D insurance, and disability programs.
• 401(k) plan with an employer-paid match.
• Employer-funded retirement account.
• Flexible work environment with a collaborative and inclusive culture focused on career growth.