Senior Executive Assistant

Fidelity•Smithfield, RI

2d•Hybrid

About The Position

The Senior Executive Assistant role involves providing comprehensive administrative support to both the IICG and ICG teams. This position requires strong interpersonal skills to support daily initiatives and interact directly with business partners. The successful candidate will be adept at prioritizing multiple tasks simultaneously and serving as a central point of contact in a dynamic, fast-paced business environment. Key responsibilities include extensive client event planning, coordinating all logistics, negotiating venue contracts, and creating event materials. The role also encompasses planning and executing semi-annual divisional team offsite events, managing guest lists, setting up hybrid (remote and in-person) environments, handling AV needs, reserving conference rooms, organizing team-building activities, and arranging catering. Additional duties include coordinating Meeting Event Planner (MEP) requests for Portfolio Managers, managing requests for promotional materials and logos in compliance with guidelines, processing literature orders, scheduling team meetings, preparing expense reports and invoices, establishing Zoom webinars, and onboarding new sales team associates. The role also involves maintaining team files, databases, and internal communication tools, supporting client and prospect engagement through timely material coordination and follow-ups, submitting publishing and MEP requests, and managing client event tickets. This position is part of an administrative model, and support assignments may shift based on evolving business needs. Backup support to other admin team members is also required.

Requirements

5+ years of senior executive admin experience
Polished senior executive assistant with professional maturity
Previous corporate environment experience
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
Ability to exercise extreme sensitivity, discretion, and judgment
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
Willingness to learn and advance your skills
Excellent writing and grammar skills (i.e. for generating and editing memos and emails)
Proficient in MS Office (SharePoint, Office Teams, Microsoft Word, Excel, PowerPoint, and Outlook)

Nice To Haves

Bachelor's degree is strongly preferred

Responsibilities

Support your team's daily initiatives and directly interact with business partners
Prioritize multiple tasks simultaneously
Serve as the focal point of a multi-layered, fast-paced business environment
Coordinate all logistics for client event planning
Negotiate contracts with venues
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
Submit literature orders through Office Depot vendor
Schedule team meetings
Prepare expense reports and invoices for processing team to submit
Establish Zoom webinars
Onboard new sales team associates
Handle 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
Process client Event Ticket for ICG team
Provide backup support to other IICG Admin Team members