Executive Assistant

Wellington Management • Boston, MA

11d • $60,000 - $110,000 • Hybrid

About The Position

The Executive Assistant provides high-level administrative and operational support to the Head of Human Resources and a subset of the leadership team. Acting as a trusted partner, the role anticipates needs, exercises sound judgment, and helps manage a dynamic, fast-moving agenda. It involves handling confidential people-related matters and regularly interacting with senior business leaders, HR colleagues, and external stakeholders.

The successful candidate is proactive, detail-oriented, and comfortable working autonomously in an ambiguous, fast-paced environment. The role includes complex calendar and logistics management, project coordination for HR initiatives, and use of technology and AI to improve processes and team efficiency. The position requires an in-office presence by 8:00 AM, with some team meetings beginning at 7:00 AM. The workday generally concludes around 4:00–5:00 PM depending on start time. Employees work in the office four days per week, with one flexible work-from-home day.

Requirements

• At least 5 years of experience in an administrative role within a professional services organization.
• Advanced proficiency in Microsoft Word, Excel, Outlook, OneNote, PowerPoint, and Microsoft Copilot.
• Curiosity about improving processes and increasing efficiency.
• Comfort adopting new technologies and demonstrated ability to use AI and data-driven insights to streamline workflows, improve operational effectiveness, and support strategic projects.
• Outstanding interpersonal and communication skills, executive presence, reliability, professionalism, and discretion when handling confidential and sensitive information.
• Strong service orientation, proactive problem-solving skills, and the ability to anticipate needs without waiting for direction.
• Excellent organizational, multitasking, prioritization, and project management skills, including managing logistics, tracking commitments, and ensuring follow-through across multiple workstreams.
• Exceptional attention to detail and work quality.
• Ability to meet deadlines, accommodate last-minute changes, and remain flexible and resilient in a fast-paced environment with shifting priorities.
• Positive, can-do attitude, flexibility, and a sense of humor.
• Ability to work in the office by 8:00 AM, accommodate some 7:00 AM team meetings, and work four days per week in the office with one flexible work-from-home day.

Responsibilities

• Proactively manage the Head of HR’s complex, fast-moving calendar; coordinate with the CEO, committees, the HR Leadership Team, business leaders, and external stakeholders; anticipate conflicts and risks, protect focus time, and help reprioritize when schedules change.
• Organize logistics for internal and external meetings, often coordinating with assistants across the firm.
• Prepare and submit accurate expense reports promptly and review and approve expenses on behalf of the HR department.
• Plan and book domestic and international travel, including detailed itineraries and accommodations.
• Provide cross-coverage and backup support to other Executive Assistants and leadership teams as needed.
• Anticipate the leader’s needs, manage trade-offs, exercise sound judgment, and help maintain momentum across priorities.
• Build collaborative relationships across senior leadership offices, HR colleagues, external contacts, and the administrative assistant community.
• Track commitments, follow-ups, talent calendar milestones, deadlines, and action items from leadership teams, talent committees, and other workstreams.
• Assist with creating and formatting team meeting, Town Hall, and other presentations using PowerPoint and Copilot.
• Manage scheduling and documentation for year-end performance activities.
• Lead onboarding for new HR team members.

Benefits

• Retirement plan
• Health and wellbeing benefits
• Dental coverage
• Vision coverage
• Pharmacy coverage
• Health savings account
• Flexible spending accounts
• Commuter program
• Employee assistance program
• Life insurance
• Disability insurance
• Adoption assistance
• Back-up childcare
• Tuition/CFA reimbursement
• Paid time off, including leave of absence, paid holidays, volunteer, sick, and vacation time
• Eligible employees may receive a discretionary Corporate Bonus and/or incentives

What This Job Offers

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