Job Title: Executive Assistant II

Location Address: USA, Massachusetts, Boston,

Hybrid – in office 3 days per week from Monday – Wednesday

Schedule Hours: 9am-5pm Monday-Friday; standard 37.5 hrs/week

Reason: Backfill – The team is replacing someone who has left the company and looking to backfill for this role. The hired contractor will have an opportunity to become permanent if they perform well.

ICED-T Team Administrative Assistant Job Posting

Story behind the need: The Administrative Assistant to the ICED-T Team supports the head of this investment group and the related staff which is focused on investing in the Industrials, Consumer, Entertainment, Defense and Aerospace, Telecom, Technology and Transportation (“ICED-T”) sectors for client General Account.

The major tasks and responsibilities involved in the position include the following:

Organizing and circulating documents and correspondence, including sending copies of investment reports to file and electronic storage, coordinating contract signatures with the legal department, filing reports and information received from portfolio companies, opening and distributing team mail and faxes, copying and distributing daily and weekly newsletters to the team and making copies (appx. 25%).

Arranging travel reservations for team members (appx. 10%)

Monitoring team member calendars, arranging meetings (reserving rooms, arranging food service, updating calendars of invitees), tracking and reporting team member attendance and vacation (appx. 20%

Organizing, compiling and tracking team reports such as approval memos, quarterly and annual investment reviews as well as aiding team members in managing work product deadlines, preparing progress reports for the team leader and distributing various reports as required (appx. 20%).

Preparing expense reports from travel for reimbursement (appx. 10%).

Managing special projects as requested, such as preparing PowerPoint presentations (10%)

Covering team member phones, coordinating with customers regarding meeting arrangements, taking messages for team members (appx. 5%)

Candidate Requirements/Must Have Skills:

1-3 years relevant experience

Able to set priorities and meet deadlines

Proficiency in MS Office, PowerPoint

Required Soft Skills:

Able to work in a fast-paced environment

Detail oriented

Punctual

Ability to manage multiple assignments simultaneously

Strong organizational skills

Strong oral/written communication skills

Poised and professional presence