Senior Executive Assistant

Fidelity Investments•Smithfield, RI

1d•Hybrid

About The Position

Senior Executive Assistant The Role IICG Administrative Support (60%): Use your interpersonal skills as you support your team's daily initiatives and directly interact with business partners. You will be asked to prioritize multiple tasks simultaneously and serve as the focal point of a multi-layered, fast-paced business environment. Client Event Planning: Coordinate all logistics, negotiate contracts with venue, create invitations and meeting materials. Plan and execute semi-annual divisional team offsite events including guest management, hybrid (remote and in-person) setup, AV needs, conference room reservations, plan team building activities, food and beverage catering etc. Coordinate Meeting Event Planner (MEP) requests for Portfolio Managers. Coordinate requests for promotional materials and logos in accordance with compliance guidelines. Literature orders submitted through Office Depot vendor. Schedule team meetings. Prepare expense reports and invoices for processing team to submit. Establish Zoom webinars. On boarding of new sales team associates. Ad-hoc project requests. Provide backup support to other IICG Admin Team members. ICG Administrative Support (40%): Use your interpersonal skills as you support your team's daily initiatives and directly interact with business partners. You will be asked to prioritize multiple tasks simultaneously and serve as the focal point of a multi-layered, fast-paced business environment. Maintain team files, databases, and internal communication tools. Support client and prospect engagement through timely coordination of materials and follow-ups. Submit publishing requests and MEP requests received in shared inbox. Client Event Ticket process for ICG team. Onboarding of new sales team associates. Ad-hoc project requests. Provide backup support to other IICG Admin Team members. The Expertise and Skills You Bring Bachelor's degree is strongly preferred but not required. 5+ years of senior executive admin experience. Polished senior executive assistant with professional maturity, previous corporate environment experience and a proven ability to interact with senior level management. Effectively work in a high volume, fast-paced environment, balancing multiple priorities. Self-starter with a sense of ownership and who has the initiative to proactively identify and resolve issues and know when to seek clarification or assistance. Have the ability to exercise extreme sensitivity, discretion, and judgment. You are a great teammate who develops strong working relationships with colleagues across the company while being flexible and willing to adapt to different work styles, preferences, and frequently changing priorities. Willing to learn and advance your skills. Excellent writing and grammar skills (i.e. for generating and editing memos and emails) and are proficient in MS Office (SharePoint, Office Teams, Microsoft Word, Excel, PowerPoint, and Outlook). This role is part of an admin model and support assignments can shift as business needs change. Note: Fidelity is not providing immigration sponsorship for this position Certifications: Category: Administration Most roles at Fidelity are Hybrid, requiring associates to work onsite every other week (all business days, M-F) in a Fidelity office. This does not apply to Remote or fully Onsite roles. Some roles may have unique onsite requirements. Please consult with your recruiter for the specific expectations for this position. Please be advised that Fidelity’s business is governed by the provisions of the Securities Exchange Act of 1934, the Investment Advisers Act of 1940, the Investment Company Act of 1940, ERISA, numerous state laws governing securities, investment and retirement-related financial activities and the rules and regulations of numerous self-regulatory organizations, including FINRA, among others. Those laws and regulations may restrict Fidelity from hiring and/or associating with individuals with certain Criminal Histories. At Fidelity, we are passionate about making our financial expertise broadly accessible and effective in helping people live the lives they want! We are a privately held company that places a high degree of value in creating and nurturing a work environment that attracts the best talent and reflects our commitment to our associates. We are proud of our diverse and inclusive workplace where we respect and value our associates for their unique perspectives and experiences. For information about working at Fidelity, visit FidelityCareers.com. Fidelity Investments is an equal opportunity employer. Fidelity will reasonably accommodate applicants with disabilities who need adjustments to participate in the application or interview process. To initiate a request for an accommodation please contact the following: For roles based in the US: Contact the HR Leave of Absence/Accommodation Team by sending an email to [email protected], or by calling 800-835-5099, prompt 2, option 2 For roles based in Ireland: Contact [email protected] For roles based in Germany: Contact [email protected] Fidelity Privacy Policy

Requirements

5+ years of senior executive admin experience
Polished senior executive assistant with professional maturity, previous corporate environment experience and a proven ability to interact with senior level management
Effectively work in a high volume, fast-paced environment, balancing multiple priorities
Self-starter with a sense of ownership and who has the initiative to proactively identify and resolve issues and know when to seek clarification or assistance
Have the ability to exercise extreme sensitivity, discretion, and judgment
Great teammate who develops strong working relationships with colleagues across the company while being flexible and willing to adapt to different work styles, preferences, and frequently changing priorities
Willing to learn and advance your skills
Excellent writing and grammar skills (i.e. for generating and editing memos and emails) and are proficient in MS Office (SharePoint, Office Teams, Microsoft Word, Excel, PowerPoint, and Outlook)

Nice To Haves

Bachelor's degree is strongly preferred but not required

Responsibilities

Support team's daily initiatives and directly interact with business partners
Prioritize multiple tasks simultaneously
Coordinate all logistics, negotiate contracts with venue, create invitations and meeting materials for client event planning
Plan and execute semi-annual divisional team offsite events including guest management, hybrid (remote and in-person) setup, AV needs, conference room reservations, plan team building activities, food and beverage catering etc
Coordinate Meeting Event Planner (MEP) requests for Portfolio Managers
Coordinate requests for promotional materials and logos in accordance with compliance guidelines
Submit literature orders through Office Depot vendor
Schedule team meetings
Prepare expense reports and invoices for processing team to submit
Establish Zoom webinars
On boarding of new sales team associates
Ad-hoc project requests
Provide backup support to other IICG Admin Team members
Maintain team files, databases, and internal communication tools
Support client and prospect engagement through timely coordination of materials and follow-ups
Submit publishing requests and MEP requests received in shared inbox
Client Event Ticket process for ICG team