Executive Assistant

Wellington Management•Boston, MA

10d•$60,000 - $110,000•Hybrid

About The Position

Wellington Management is seeking an Executive Assistant to provide high-level administrative and operational support to the Head of Human Resources and a subset of the leadership team. The role serves as a trusted partner, anticipating needs, exercising sound judgment, and supporting a dynamic, fast-moving agenda. It involves handling confidential people-related matters and frequent interaction with senior business leaders, HR colleagues, and external stakeholders. The successful candidate will be proactive, detail-oriented, organized, and comfortable working autonomously in an ambiguous environment, with an interest in solving complex scheduling and logistics challenges and using technology and AI to improve processes and efficiency. The Executive Assistant supports the smooth daily operation of the organization through calendar management, meeting and event coordination, expense administration, travel planning, team coverage, stakeholder partnership, project tracking, presentation preparation, performance review coordination, and onboarding new HR team members. The role requires an in-office presence by 8:00 AM, with some team meetings as early as 7:00 AM; the workday typically concludes around 4:00–5:00 PM depending on start time. The schedule is four days in the office and 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 Office, including Word, Excel, Outlook, OneNote, and PowerPoint, and Microsoft Copilot.
Ability to adopt new technologies and 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 in handling confidential and sensitive information.
Strong service orientation, proactive problem-solving skills, and 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 workstreams.
Strong attention to detail and commitment to 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 sense of humor.
Ability to be in the office by 8:00 AM, with some team meetings at 7:00 AM; workday ends approximately 4:00–5:00 PM depending on start time.
Availability to work in the office four days per week, with one flexible day working from home.

Nice To Haves

Curiosity about improving processes and increasing efficiency.

Responsibilities

Proactively manage the Head of HR’s complex, fast-moving calendar, coordinating with the CEO, committees, 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, partnering 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 itineraries and accommodations.
Provide cross-coverage and backup support to other Executive Assistants and leadership teams as needed.
Act as an extension of the leader by anticipating needs, managing trade-offs, exercising judgment, and maintaining momentum across priorities.
Build collaborative relationships with 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.
Coordinate scheduling and documentation for year-end performance activities.
Lead onboarding for new HR team members and ensure a smooth, welcoming experience.

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.