Senior Executive Assistant

Fidelity • Jersey City, NJ

2d

About The Position

As a member of Fidelity Institutional’s Central Administrative Team, the Senior Executive Assistant provides administrative support to the Institutional Client Group (ICG) and contributes to the Expense Processing Team. The role supports daily team initiatives, interacts with business partners, and serves as a focal point in a fast-paced environment that requires balancing multiple tasks. Administrative assignments may shift as business needs change.

The role is divided equally between ICG administrative support and expense processing. Administrative duties include maintaining team files and databases, coordinating client and prospect engagement materials and follow-ups, submitting publishing and Meeting Event Planning requests, handling ad hoc projects, and providing backup support to other administrative team members. Expense-processing duties include reviewing and processing employee and vendor expense reports and invoices, resolving discrepancies, entering information into Concur and Ariba, reconciling accounts, maintaining records, and providing customer service.

Fidelity states that it will not provide immigration sponsorship for this position. Its onsite working model is being rolled out in phases; onsite expectations vary by role and location and may evolve. The base salary range is $60,000–$92,000 per year, with placement dependent on responsibilities, scope, location, experience, and other factors. Eligible offers may include bonus or other variable compensation.

Requirements

• At least 5 years of senior executive administrative experience.
• Ability to work effectively in a high-volume, fast-paced environment while balancing multiple priorities.
• Self-starter with a sense of ownership and initiative to identify and resolve issues, and judgment to know when to seek clarification or assistance.
• Ability to exercise extreme sensitivity, discretion, and judgment.
• Ability to develop strong working relationships with colleagues across the company and adapt to different work styles, preferences, and changing priorities.
• Desire to continue learning, develop new skills, and grow professionally.
• Excellent written and verbal communication skills, including experience drafting and editing professional correspondence and presentations.
• Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

Nice To Haves

• Bachelor’s degree is strongly preferred but not required.

Responsibilities

• Provide administrative support for the Institutional Client Group and support the team’s daily initiatives.
• Interact with business partners and prioritize multiple tasks in a fast-paced, multi-layered business environment.
• Maintain team files, databases, and internal communication tools.
• Coordinate materials and follow-ups for client and prospect engagement.
• Submit publishing requests and Meeting Event Planning requests received in the shared inbox.
• Handle ad hoc project requests and provide backup support to other ICG administrative team members.
• Receive, review, and process employee and vendor expense reports and invoices, checking accuracy, completeness, supporting documents, and approvals.
• Verify expense and invoice amounts, account codes, payment methods, and other relevant information.
• Resolve expense report and invoice discrepancies by communicating with employees, vendors, and managers as needed.
• Enter expense report data in Concur with appropriate expense coding.
• Enter invoices in Ariba and allocate costs to the proper General Ledger codes.
• Reconcile expense report and invoice accounts and identify and correct errors or discrepancies.
• Maintain and update expense report and invoice records, files, and reports in accordance with company policies and procedures.
• Answer employee and vendor inquiries and resolve issues in a timely, professional manner.
• Perform other duties assigned by the Manager to assist the Admin Team.

Benefits

• Comprehensive health care coverage
• Emotional well-being support
• Retirement benefits
• Paid time off
• Parental leave
• Charitable giving employee match program
• Educational assistance, including student loan repayment and tuition reimbursement
• Learning resources for career development
• Potential bonus or other variable compensation, depending on position and eligibility

What This Job Offers

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