Executive Assistant, Senior Associate

$50,000 - $80,000/Yr

2001 SSB&T - Boston, MA

Full-time - Entry Level

Boston, MA

About the position

We are seeking an Executive Assistant (EA) who will be responsible for a wide variety of administrative duties in support of State Street executives. The dynamic nature of this role requires that the ideal candidate have exemplary time management skills, be highly organized and detail-oriented, a quick learner and able to anticipate executives' needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Senior Management Team, Board of Directors, and corporate partners. The Executive Assistant will work directly with 2-3 executives to support all aspects of their daily work routine. This includes maintaining executives' calendars and coordinating all aspects of appointments, meetings, receptions, events, and video/conference calls; maintaining frequently-changing calendars with accuracy and precision. The EA will independently and efficiently coordinate complex meetings involving senior level internal and external participants including clients, regulators, and vendor partners. In this role, the EA will exercise discretion in committing the executives' time and evaluating needs, arrange complex travel (domestic and international), prepare, reconcile and submit expense reports, and serve as a liaison between the executives, their teams, and executive partners. This includes receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution. The EA will determine the priority of matters of attention for the executives; redirect matters to staff to handle, as appropriate, and keep the executives advised of time-sensitive and priority issues, ensuring appropriate follow-up. Routinely, the EA will perform a wide variety of support duties including handling printing, faxing, mail/overnight packages, copying, filing, and email/messages and sort and triage mail. The EA will prepare a variety of materials on a daily, weekly, or monthly basis such as meeting handouts and meeting agendas. Other additional and/or alternative duties may be assigned from time to time, including supporting other departments or executives as needed. The EA will exercise professionalism, discretion, and judgment in handling sensitive and confidential financial, legal, and company information, and work collaboratively with others across multiple business lines and geographies.

Responsibilities

• Work directly with 2-3 executives to support all aspects of their daily work routine.
• Maintain executives' calendars and coordinate all aspects of appointments, meetings, receptions, events, and video/conference calls; maintain frequently-changing calendars with accuracy and precision.
• Independently and efficiently coordinate complex meetings involving senior level internal and external participants including clients, regulators, and vendor partners.
• Exercise discretion in committing the executives' time and evaluating needs.
• Arrange complex travel (domestic and international).
• Prepare, reconcile and submit expense reports.
• Serve as a liaison between the executives, their teams, and executive partners, including receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Determine priority of matters of attention for the executives; redirect matters to staff to handle, as appropriate.
• Keep the executives advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support duties including handling printing, faxing, mail/overnight packages, copying, filing, and email/messages and sort and triage mail.
• Prepare a variety of materials on a daily, weekly, or monthly basis such as meeting handouts and meeting agendas.
• Perform other additional and/or alternative duties as assigned from time to time, including supporting other departments or executives as needed.
• Exercise professionalism, discretion, and judgment in handling sensitive and confidential financial, legal, and company information.
• Work collaboratively with others across multiple business lines and geographies.

Requirements

• Five plus years of executive administrative experience.
• Proficiency in the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel); advanced knowledge of Microsoft Outlook including calendar tasks, journals, and contacts.
• Exceptional writing, editing, and proofreading skills.
• Exercise good judgment in the face of ambiguous information.
• Ability to use discretion in researching and analyzing problems.
• Enjoys a rapidly changing environment; ability to adapt to changing priorities and meet deadlines.
• Strong interpersonal skills and customer-service oriented with skills in establishing and maintaining effective working relationships at all levels.
• Self-motivated, willing to assume responsibility without direct supervision.

Benefits

• Tools to help balance professional and personal life.
• Paid volunteer days.
• Access to employee networks that help you stay connected to what matters to you.