Administrative Assistant

Job Title: Administrative Assistant

Location: Boston, MA, 02109 (Hybrid)

Duration: 12+ Month (Possibility of extension)

Primary Responsibilities:

• Provide day-to-day administrative support, including travel coordination, expense reporting, calendar management, and team meeting logistics (agendas, notes, and follow-ups as needed)

• Coordinate all aspects of travel, including booking flights, hotels, and car service; preparing itineraries; and supporting international travel requirements as needed

• Manage calendars in Outlook by scheduling meetings and conference calls, resolving conflicts, coordinating rooms, and supporting video conference setup and materials

• Prepare and submit expense reports in a timely manner; follow up on discrepancies and missing receipts to keep records current

• Handle additional administrative tasks such as maintaining and distributing reports, managing distribution lists, submitting technology requests, preparing copies, ordering office supplies, coordinating equipment needs, routing mail/packages, and greeting guests

• Support internal business initiatives and help produce polished, high-quality documents and presentations

• Assist the team with onboarding and offboarding activities for employees

• Process invoices and create funding requests using internal platforms

• Help coordinate client gifts, meal reservations, and team events to support relationship-building and culture

• Support ad hoc projects and provide backup coverage for other administrative assistants, as needed

• Other duties may be assigned to meet the business needs

Job Requirements:

Bachelor’s Degree, Associate’s Degree, or equivalent experience

• Prior administrative or coordinator experience preferred

• Investment management industry experience preferred but not required

• Comfortable supporting multiple professionals with calendar scheduling and travel coordination

• Strong organization, attention to detail, prioritization skills, and reliable follow-up

• Excellent written, verbal and strong interpersonal communication skills

• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook; interest in building presentation/document skills is a plus

• Familiarity with Concur, SharePoint, and Ariba is a plus (training can be provided)

• Flexible attitude with the willingness to take on new assignments