Executive Assistant

Job Description Summary

For over forty years, HarbourVest has been home to a committed team of professionals with an entrepreneurial spirit and a desire to deliver impactful solutions to our clients and investing partners. As our global firm grows, we continue to add individuals who seek a collaborative, open-door culture that values diversity and innovative thinking.

In our collegial environment that’s marked by low turnover and high energy, you’ll be inspired to grow and thrive. Here, you will be encouraged to build on your strengths and acquire new skills and experiences.

We are committed to fostering an environment of inclusion that promotes mutual respect among all employees. Understanding and valuing these differences optimizes the potential of both the individual and the firm.

HarbourVest is an equal opportunity employer.

This position will be a hybrid work arrangement, which translates to 2-3 days minimum per week in the office.

We are looking for an Executive Assistant to support our Managing Director, Chief Technology Officer and our Managing Director, Head of Data Management & Analytics, along with the functional team within the Information Technology organization, through a broad range of administrative tasks, operational support, and project management. This individual provides additional support to other members of our IT Leadership team as needed. This role will partner with other Executive Assistants within the IT organization to champion a collaborative and welcoming environment for their team and external parties.

Additionally, operates independently, lives in the details, and can anticipate the team’s needs while seamlessly adjusting to meet changing priorities in a fast-paced environment. Follows up and follows through, efficiently connecting problems with solutions. Can be forward-thinking and flexible as priorities shift and applies strong independent judgment to complete tasks. Works proficiently with deep interpersonal abilities to build productive working relationships inside and outside the company.

The ideal candidate is:

• Able to balance multiple responsibilities and prioritize efficiently.
• A self-motivated teammate who can work independently with little guidance and supervision
• Able to communicate clearly and confidentially with colleagues of all levels and across multiple teams
• Flexible and adaptable to shifting priorities
• Strong organizational skills to build longstanding relationships
• Problem-solving skills with impeccable multi-tasking abilities

What you will do:

• Proactively handle and optimize multiple intricate calendars, including scheduling across multiple time zones, prioritizing meetings, and resolving issues to ensure a smooth experience for the executive.
• Coordinate travel arrangements (domestic and international), including detailed itineraries, accommodations, and logistics.
• Prepare, and submit expense reports and reimbursements for both executives, ensuring compliance and accuracy.
• Anticipate and address the executives’ needs by providing thoughtful, proactive support while thoroughly preparing them for upcoming tasks and meetings.
• Build and maintain strong relationships with the executives’ reporting staff, cross-functional partners, external vendors, and critical team members while representing the executives with professionalism and discretion.
• Draft, edit, and proofread business documents, such as correspondence, communications, and presentations, with meticulous attention to detail. Curate and design visually appealing organizational decks for client and internal meetings that clearly convey key messages.
• Plan and coordinate executive meetings ensuring executives are well-prepared by providing relevant materials, background information, and briefing notes in advance.
• Handle critical information with the highest level of confidentiality and professionalism.
• Apply knowledge of business and department priorities to anticipate the executive's needs and drive administrative process improvements.
• Leverage technology (company applications and databases) and all MS Office productivity tools to optimize executive workflows, scheduling, and document management.
• Handle vendor contracts and act as a liaison for execution.
• Provide operational support for a variety of operational tasks, special projects, department meetings and events, and new member onboarding facilitation.

What you bring:

• Extensive experience supporting multiple C-Level Executives
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office Suite (Outlook, Teams, OneDrive, Word, Excel, PowerPoint)
• Experience with Microsoft Applications (Lists, Forms, Sharepoint.
• Experience working for a Global organization with multiple office cultures and requirements
• Strong attention to detail and ability to lead small projects.
• Experience and/or familiarity with Information Technology a plus but not required

Education

• Bachelor of Arts (B.A) or Bachelor of Science (B.S) or comparable experience

Experience

• 8-10 Years of administrative experience in Financial Services preferred