Executive Assistant

Geode Capital Management - Boston, MA

Full-time - Mid Level

Remote - Boston, MA

101-250 employees

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

About the position

Geode Capital Management, LLC is seeking an Executive Assistant to provide essential support to our Chief Financial Officer, General Counsel, Chief Compliance Officer, and Chief Technology Officer. In this pivotal role, you will be a key partner to these leaders, ensuring smooth operations, effective communication, and efficient management of their schedules and tasks. This position is designed for a proactive, organized, and adaptable professional who is looking to contribute to a dynamic team. The role is set in a hybrid work environment, with a weekly in-office schedule of Tuesdays, Wednesdays, and Thursdays, while allowing for remote work on Mondays and Fridays. The standard working hours are from 8:00 AM to 5:00 PM, with the possibility of overtime for hours exceeding 40 per week. As an Executive Assistant, you will be responsible for a variety of tasks that are crucial for the executives' productivity. Your responsibilities will include coordinating and managing complex schedules, serving as a liaison between executives and various stakeholders, and preparing important documents and presentations. You will also assist with finance and legal administration, including setting up wire transfers and managing registrations and filings. Additionally, you will coordinate logistics for board meetings, assist in organizing company events, and handle sensitive information with discretion. Your ability to prioritize tasks and proactively solve problems will be essential in supporting executive decision-making and ensuring an efficient workflow.

Responsibilities

• Coordinate and manage complex schedules, including meetings and appointments.
• Serve as a liaison between executives, internal teams, and external stakeholders.
• Draft emails, memos, and other correspondence.
• Assist in DocuSign management and prepare reports using Excel and PowerPoint.
• Coordinate logistics for board meetings, including scheduling, catering, and travel accommodations.
• Assist in organizing company events, conferences, and team meetings.
• Handle sensitive information with discretion and maintain confidentiality.
• Prioritize tasks and deadlines to ensure efficient workflow.
• Proactively identify and address challenges to support executive decision-making.
• Provide backup support to Receptionist or other Executive Assistants when needed.

Requirements

• Minimum of 4 years of experience as an executive assistant or in a similar role.
• College degree preferred.
• Exceptional organizational and time management abilities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, OneDrive).
• Ability to thrive in a fast-paced environment and adapt to changing priorities.
• Maintain a professional demeanor and represent the company effectively.
• Meticulous attention to detail and accuracy.
• Resourceful problem-solving skills.
• Knowledge of the financial industry and investment management is a plus.

Nice-to-haves

• Experience in the financial industry and investment management.