Executive Assistant (12 month FTC)

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 3 days minimum per week in the office.

This is a 12 month fixed term contract (MAT leave cover) and will require dedicated support for two teams within our investment business, covering both senior leaders and junior team members.

The ideal candidate is someone who is:

• Able to work independently as well as part of a team.

• Self-motivated and proactive.

• Strong attention to detail.

• Able to support several leaders with very different personalities and workstyles

• Proficient in MS Outlook, Word, Excel, PowerPoint. Desired knowledge of CRM tools (ideally Salesforce) and expense tool Concur.

• A problem solver with a can do and positive demeanor.

• Someone who takes pride in their work.

• A willingness to adopt the company culture and curiosity about broader opportunities for development within the firm.

What you will do:

Diary Management:

• High-level diary management across team members, leading internal and external meeting co-ordination. Including scheduling across multiple time zones.

• Booking intensive and sophisticated domestic and international travel (mostly via agent), multi-leg roadshows and conference trips. Handling all visa and documentation requirements.

• Ad-hoc support with personal tasks and travel.

• Logistics and planning for conference attendance.

Administrative Support:

• General admin support to wider team where required and support alongside other EA on team.

• Marketing production assistance; pull presentations from standard software tool.

• Expense consolidation (Concur) and allocation to appropriate funds.

• Document processing and invoicing work.

• Minuting meetings.

• Coordinate team events and outings.

• Provide cover for other Executive Assistant in the team (where needed).

• And other responsibilities as required.

What you bring:

• A friendly, respectful, and personable approach.

• Especially well organized with the ability to prioritize and handle multiple tasks simultaneously.

• Ability to handle large volumes of work with a quick turnaround during busy periods.

• Strong, professional communication skills (both written and verbal) and the ability to manage internal communications across teams.

• And other responsibilities as required.

Education Preferred:

• Bachelor's degree or equivalent experience.

Experience:

• 3+ years’ EA experience working within the asset management or broader financial industry.

• Experience supporting multiple people, handling a varied task list and adhering to deadlines.