Executive Administrative Assistant - SLC Management

Sun Life Financial - Wellesley, MA

Full-time - Entry Level

Wellesley, MA

10,001+ employees

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 tasks such as calendar management, booking both international and domestic travel, submitting expense reports, and handling other administrative duties. Additionally, the Executive Assistant will engage in ad hoc projects utilizing the Microsoft Office Suite, ensuring that the busy and dynamic leaders have the necessary support to thrive in their roles. The successful candidate will be expected to manage the calendars of the two leaders, ensuring that meetings are adequately prepared for and that potential conflicts are proactively identified and resolved. This includes organizing events and managing logistics, such as booking rooms, coordinating catering, and arranging technology services. The role also involves assisting in the preparation and distribution of reports and communications, supporting executive recruitment, and collaborating with vendor management and finance to set up new vendors and process invoices in a timely manner. The Executive Assistant will also be responsible for maintaining updates to team activities and providing customer-focused service to both internal and external clients. To excel in this role, the candidate must possess strong organizational and time management skills, be able to multitask in a fast-paced environment, and demonstrate excellent communication and interpersonal skills. The position requires a self-starter who can take initiative and work with limited supervision while maintaining a keen attention to detail. Knowledge of Salesforce, Oracle, Zoom, Workday, and Concur is considered a plus, along with proficiency in Microsoft Office applications. This role offers an opportunity to work in a flexible environment that values collaboration and career growth, making it an exciting position within a growing global asset management firm.

Responsibilities

• Calendar and schedule management for two leaders based on business priorities, 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 technology services, and arranging for guests as required.
• 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, manage Master Service Agreements (MSA) and Statements of Work (SOW), and process invoices in a timely manner.
• Manage updates to team activities including leader routines, distribution lists, and calendar.
• 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.
• Engage in ad hoc projects including creating and formatting PowerPoint presentations, Word documents, and Excel spreadsheets.
• Act as a Salesforce contact and complete meeting entries/management.
• Perform other administrative tasks as required, including 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 in different situations requiring tact, diplomacy, judgment, discretion, and relationship building.
• Strong organizational and time management skills with the ability to multitask and work in a fast-paced and constantly changing 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 is able to take initiative, work with limited supervision, and has strong attention to detail.
• Identifies improvement ideas and readily 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.

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, as well as disability programs.
• Retirement and Stock Purchase programs including a 401(k) plan with an employer-paid match and an employer-funded retirement account.
• Flexible work environment with a friendly, caring, collaborative, and inclusive culture focused on career growth development.
• Networking potential and opportunities to move along a variety of career paths.
• Award-winning workplace culture - Great Place to Work® Certified in Canada and the U.S.