Executive Assistant - Remote

About the Company

Wellington Management is a global investment management firm offering comprehensive solutions across nearly all segments of the worldwide capital markets. Serving institutional clients in over 60 countries, the firm leverages in-depth proprietary research, fosters a collaborative environment, and pursues a long-term investment strategy to assist clients in reaching their financial goals.

Role Overview

The Executive Assistant will deliver high-caliber administrative and operational assistance to senior leadership within the Americas Institutional Group. This role encompasses managing executive calendars, organizing client meetings, overseeing travel logistics, preparing reports, maintaining CRM systems, handling expenses, and supporting office-related tasks. The selected candidate must be meticulously organized, proactive, detail-focused, skilled at juggling multiple tasks, and maintain confidentiality in a dynamic professional setting.

Primary Duties and Responsibilities

• Provide extensive administrative support to senior executives and department heads.
• Manage intricate executive schedules, appointments, and business commitments efficiently.
• Balance and prioritize multiple demands to optimize executives' time.
• Oversee executive email management and assist with correspondence.
• Protect sensitive information with discretion and professionalism.
• Perform assorted administrative duties essential to daily operations.
• Arrange meetings with institutional clients and internal teams, including portfolio reviews and leadership discussions.
• Book conference rooms, coordinate visitor access, catering, and prepare meeting agendas and presentation materials.
• Plan and support office events and departmental activities.
• Organize domestic and international travel plans, including flights, lodging, ground transport, and itinerary preparation, ensuring compliance with company policies and budgets.
• Maintain precise client data in Salesforce CRM, ensuring data quality and supporting client relationship management efforts.
• Assist in creating and distributing timely reports, maintain documentation both electronically and physically, and handle ad hoc reporting as needed.
• Process expense reports through Workday, maintain financial records, and ensure adherence to relevant policies.
• Support office operations collaboratively with administrative teams, assist with special projects, and provide coverage during absences.
• Build productive relationships with internal stakeholders and clients, fostering a collaborative culture and delivering excellent service.

Qualifications

• Bachelor's degree required.
• Three to five years of experience in executive or administrative support.
• Excellent organizational and time management capabilities.
• Strong verbal, written, and interpersonal communication skills.
• A customer-focused attitude and professional demeanor.
• Proven ability to manage competing priorities effectively in fast-paced settings.
• Exceptional attention to detail and accuracy.
• Capacity to handle confidential information with sound judgment.
• Proficiency in Microsoft Outlook, Excel, and Word.
• Ability to work independently and as part of a team.
• Preferred: experience supporting senior executives, managing complex calendars and executive travel, Salesforce CRM use, Workday expense management, familiarity with financial or professional service industries, and skills in project coordination and event management.

Benefits

• Comprehensive compensation package including performance-related bonuses.
• Medical, dental, vision, and pharmacy coverage.
• Retirement savings plans and Health Savings/ Flexible Spending Accounts.
• Commuter benefits and Employee Assistance Programs.
• Life and disability insurance.
• Adoption assistance and backup childcare support.
• Tuition and CFA certification reimbursement.
• Paid time off policies including holidays, sick leave, and volunteer time.
• Flexible and hybrid work arrangements.

Equal Employment Opportunity

Wellington Management is committed to creating a diverse and inclusive workplace. All qualified individuals will receive consideration regardless of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, genetic information, or other protected characteristics under applicable laws.