Executive Assistant

Wellington Management • Boston, MA

1d • $60,000 - $110,000 • Hybrid

About The Position

The Executive Assistant will provide high-level administrative and operational support to the Head of Human Resources, and a subset of the leadership team, serving as a trusted partner who anticipates needs, exercises sound judgment, and helps manage a dynamic, fast-moving agenda. This role requires strong discretion, organization, prioritization, and communication skills, with regular exposure to confidential people-related matters and frequent interaction with senior business leaders of the firm, HR colleagues, and external stakeholders.
The ideal candidate is proactive, detail-oriented, and comfortable operating with autonomy in an ambiguous, fast-paced environment. They will enjoy solving complex scheduling, calendar and logistical puzzles, supporting project coordination for HR initiatives, and using technology and AI to improve processes, increase efficiency, and create leverage for the team.

Requirements

• Minimum of 5 years’ experience within an administrative role in a professional services organization
• Demonstrate advanced proficiency in MS Office (Word, Excel, Outlook, OneNote, and PowerPoint) and Microsoft Co-pilot, and a curiosity for improve processes and increase efficiency.
• Comfort adopting new technologies and demonstrated ability to utilize AI and data-driven insights to streamline workflows, improve operational effectiveness, and support strategic projects.
• Outstanding interpersonal and communication skills, executive presence, high level of reliability, professionalism, and absolute discretion when handling confidential and sensitive information
• Strong service orientation, proactive problem-solving skills, and the ability to anticipate needs rather than wait for direction
• Excellent organizational, multi-tasking, prioritization, and project management skills, with the ability to manage logistics, track commitments, and ensure follow-through across multiple workstreams
• Fastidious detail orientation and overall work quality
• Ability to work under deadlines, accommodate last-minute changes, and remain flexible and resilient in a fast-paced environment where priorities shift frequently
• Positive, can-do attitude; flexibility; sense of humor

Responsibilities

• Calendar Management: Proactively manage a complex, fast-moving calendar involving the Head of HR, coordinating with the CEO, various committees, HR Leadership Team, business leaders, and external stakeholders; anticipate conflicts, identify risks, protect focus time, and help reorient priorities when schedules shift.
• Meeting & Event Coordination: Organize logistics for internal and external meetings, often partnering closely with assistants across the firm
• Expense Management: Prepare and submit accurate expense reports in a timely manner, and review and approve expenses on behalf of the HR department.
• Travel Arrangements: Plan and book domestic and international travel, including detailed itineraries and accommodations.
• Team Support: Provide cross-coverage and backup support to other Executive Assistants and leadership teams as needed.
• Senior Stakeholder Partnership: Serve as an extension of the leader by anticipating needs, managing trade-offs, exercising sound judgment, and helping maintain momentum across a broad set of priorities.
• Relationship Building: Build strong, collaborative relationships across senior leadership offices, HR colleagues, external contacts, and the administrative assistant community to support effective coordination and partnership.
• Project & Operational Support: Track commitments, follow-ups, talent calendar milestones, upcoming deadlines, and action items from leadership teams, talent committees, and other workstreams to ensure priorities move forward and nothing falls through the cracks.
• Presentation Support: Assist in the creation and formatting of team meeting, Town Halls and other presentations using PowerPoint and copilot
• Performance Review Coordination: Manage scheduling and documentation for year-end performance activities.
• Onboarding: Lead the onboarding process for all new HR team members, ensuring a smooth and welcoming experience.

Benefits

• retirement plan
• health and wellbeing
• dental
• vision
• pharmacy coverage
• health savings account
• flexible spending accounts
• commuter program
• employee assistance program
• life and disability insurance
• adoption assistance
• back-up childcare
• tuition/CFA reimbursement
• paid time off (leave of absence, paid holidays, volunteer, sick and vacation time)

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed