Executive Assistant

GMO•Boston, MA

21d•$100,000 - $120,000•Hybrid

About The Position

This Executive Assistant (EA) role will provide strategic and tactical support to three senior executives: the Head of Investment Teams/Head of Systematic Equity (SE), the Head of Investment Risk & Capital Markets Research, and the Head of Japan Equity (JE). This is an EA role for an experienced candidate who can operate as a trusted partner, optimize capacity, proactively anticipate needs, and exercise sound judgment in a fast-moving, high-performance environment. Over time, this role will help executives strategically leverage administrative support by improving prioritization, meeting preparation, and follow-through. In addition to direct executive support, this role provides lighter administrative support to the JE, Risk, SE, and Trading teams (e.g., scheduling, travel coordination, expense management, and team meetings/events). This role reports to the EA Manager. Day-to-day direction and priorities remain aligned with the executives the role is supporting, while the EA Manager provides coordination, consistency, and development across the EA function. This role is a hybrid role with the following terms: Typical requirement is three days in the office. There will be a set weekly schedule with some flexibility depending on personal or business needs. Fridays are WFH.

Requirements

Minimum of 8 years of experience in a similar role, including support to C-level executives
Financial services experience strongly preferred; genuine interest in investing/capital markets is a plus
Strong organizational skills with an understanding of how to prioritize and operate effectively amidst changing demands
Ability to operate independently and exercise judgment – specifically in understanding GMO’s business
Proactive, self-motivated, and willing to work without a lot of direction
Ability to support multiple types of work styles/executive needs
High attention to detail
Positive and service-oriented attitude
Team Player
Strong verbal and writing skills
Strong sense of urgency
Strong Microsoft skills (Outlook, PowerPoint, Excel, Word, Teams)
Comfort with AI/automation; natural leaning towards adoption of new tools
Proven ability to handle sensitive information/act with discretion
Flexibility with working hours when executives are in other time zones/for time-sensitive business needs

Nice To Haves

BA/BS or equivalent desirable though not required

Responsibilities

Support executives in strategically allocating and protecting their time in the context of their key goals and priorities
Determine and/or recommend prioritization and alternative sources for meeting/time requests
Proactively review schedules to ensure time is allocated appropriately and items that can be handled elsewhere are moved off executives’ dockets
On a regular basis, retroactively review how time was spent and propose adjustments to improve focus and effectiveness
Triage daily issues that fall under executive purview but do not require their direct input
Brief executives on the purpose/context of upcoming meetings, schedule prep time, and help ensure readiness
Heavy calendar maintenance and meeting coordination with both internal and external parties, including: Proactive and direct calendar support for the executives
In conjunction with our Global Client Relations team, coordinate client meetings and business trips for the Head of Investment Teams/SE and the Head of JE, including logistics, scheduling across time zones, and preparation support as appropriate
Coordinate large team meetings
Schedule media interviews
Arrange domestic and international travel (also for various members of the underlying teams, as needed)
Prepare monthly expense reports and reconcile AMEX bills (also for various members of the underlying teams)
Create and/or edit various presentations and reports on a recurring or ad hoc basis
Prepare, review, and edit documents and correspondence
For specific forums (e.g., monthly market calls, investor forums), coordinate agendas, capture notes, and/or track follow-up items/action items
Coordinate team events as needed
Participate in ad hoc projects when needed
Provide back-up for EA colleagues as necessary