Executive Administrative Assistant

Fidelity • Boston, MA

1d • $60,000 - $92,000 • Hybrid

About The Position

The Team Devonshire Investors is a private investment firm affiliated with FMR LLC, the parent company of Fidelity Investments. Headquartered in Boston, Devonshire manages investments on behalf of FMR and its shareholders in businesses outside of the financial services industry. Devonshire invests in directly-held real estate, venture capital and later-stage private equity. Devonshire actively participates in its direct investments, while leveraging expertise across a global platform in the United States, Europe, and Asia. The portfolio targets the telecommunications, technology, natural resources, and life sciences industries. Devonshire has over $20 billion in assets under management. The Role Devonshire Investors is looking to hire a highly motivated executive administrative professional to join the administrative team and support our Boston office operations and several of Devonshire’s Senior Executives in Boston. Additionally, managing schedules/calendars, making travel arrangements, and processing expense reports. This role will work closely with the administrative team on projects on behalf of the Devonshire organization. A successful candidate will: Demonstrate strong organizational skills, the ability to communicate effectively across multiple channels. In addition, candidates should demonstrate Devonshire’s core values of excellence, respect, collaboration, continuous improvement, and integrity. Provide administrative support to 3-4 Devonshire leaders, including proactive schedule management and meeting coordination, international and domestic travel arrangements, and monthly travel and expense reporting. Handling correspondence, arranging conference calls and scheduling meetings. Proactively manage executive(s) calendar(s), understand prioritization of events, and manage and communicate changes. Ensure the timely, accurate and confidential execution of requests/tasks. Support team meetings and other events, that may entail arranging food, beverages, and hospitality for guests. Prepare for external parties visiting the Devonshire Boston office by monitoring front door access. Duties include: entering guest in the Prism building login system, coordinating with the building security when guests arrive; greeting and assisting guests as they arrive on the floor. Partner with the admin team on general office management duties such as managing office and kitchen supply inventories, processing vendor invoices and covering main phone lines. Provide back up coverage for others on the admin team when they are out of office. Lead or participate in ad hoc projects such as team off-sites, training days, new hire onboarding, and company events.

Requirements

• Bachelor’s degree or secretarial qualification preferred.
• Extensive experience in roles demonstrating organizational and project management skills, strong attention to detail, working effectively with multiple projects and deadlines, and providing excellent service to internal and/or external clients and partners.
• Excellent verbal and written communication skills, including interacting with all levels of senior management and associates.
• Highly motivated self-starter, with a strong sense of ownership and capable of finding solutions with minimal direction.
• Ability to prioritize and proactively anticipate the needs of Senior Executives.
• Collaborative and flexible teammate.
• Advanced proficiency with Microsoft 365 (including advanced experience with Outlook, Teams, Excel, and PowerPoint) and knowledge of Concur.

Responsibilities

• Provide administrative support to 3-4 Devonshire leaders, including proactive schedule management and meeting coordination, international and domestic travel arrangements, and monthly travel and expense reporting.
• Handling correspondence, arranging conference calls and scheduling meetings.
• Proactively manage executive(s) calendar(s), understand prioritization of events, and manage and communicate changes.
• Ensure the timely, accurate and confidential execution of requests/tasks.
• Support team meetings and other events, that may entail arranging food, beverages, and hospitality for guests.
• Prepare for external parties visiting the Devonshire Boston office by monitoring front door access. Duties include: entering guest in the Prism building login system, coordinating with the building security when guests arrive; greeting and assisting guests as they arrive on the floor.
• Partner with the admin team on general office management duties such as managing office and kitchen supply inventories, processing vendor invoices and covering main phone lines.
• Provide back up coverage for others on the admin team when they are out of office.
• Lead or participate in ad hoc projects such as team off-sites, training days, new hire onboarding, and company events.

Benefits

• comprehensive health care coverage and emotional well-being support
• market-leading retirement
• generous paid time off and parental leave
• charitable giving employee match program
• educational assistance including student loan repayment, tuition reimbursement, and learning resources to develop your career

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees