Executive Assistant, Information Technology

Job Description SummaryFor over forty years, HarbourVest has been home to a committed team of professionals with an entrepreneurial spirit and a desire to deliver impactful solutions to our clients and investing partners. As our global firm grows, we continue to add individuals who seek a collaborative, open-door culture that values diversity and innovative thinking.In our collegial environment that’s marked by low turnover and high energy, you’ll be inspired to grow and thrive. Here, you will be encouraged to build on your strengths and acquire new skills and experiences.We are committed to fostering an environment of inclusion that promotes mutual respect among all employees. Understanding and valuing these differences optimizes the potential of both the individual and the firm.HarbourVest is an equal opportunity employer.This position will be a hybrid work arrangement, which translates to 2-3 days minimum per week in the office.We are looking for an Executive Assistant to empower our Chief Technology Officer and our Data Management & Analytics functional team within the Information Technology organization through a broad range of administrative tasks, operational support, and project management. This individual will serve as the dedicated Executive Assistant to the CTO and the SVP of D&A with additional support to additional members of our IT Leadership team as needed. This position will partner with other Executive Assistants within the IT organization to foster a collaborative and welcoming environment for their team and external parties.The ideal candidate is someone who is:Able to balance multiple responsibilities and prioritize effectivelyA self-motivated team-player who can work independently to fulfill their responsibilities with minimal direction and supervisionAble to communicate professionally and confidentially with colleagues of all levels and across multiple teamsFlexible and adaptable to shifting prioritiesStrong organizational skills to build longstanding relationshipsProblem-solving skills with impeccable multi-tasking abilitiesWhat you will do:Calendar Management; schedule meeting appointments and book conference rooms when necessary, handle calendar conflicts and calibrationBook global travel arrangements, including airfare, hotel accommodations, car service/rental, and any global requirements (i.e. passport, visa), supervise last minute changes as needed, add travel details to calendars, and build itinerariesPrepare sophisticated expense reports and partner with other Executive Support staff to align expenses incurred for travel with colleaguesRespond to email and phone inquiries in a timely manner, field requests and questions from a wide variety of internal and external constituentsAble to efficiently and accurately handle and process a high volume of tasks while meeting specific deadlinesAble to learn quickly and use/navigate several company applications and databasesCoordinate with other Executive Assistants for meeting details and materials neededCurate and create organizational decks for Client and Internal meetingsManage Vendor contracts and act as liaison for executionOrchestrate and optimize operations to support organizational leadership effectivelyProvide operational support to the Data Management & Analytics pillar through a variety of operational tasks including team event coordination, meeting management, and new member onboarding facilitationWhat you bring:Proven experience supporting multiple C-Level ExecutivesExcellent verbal and written communication skillsProficiency in Microsoft Office Suite (Outlook, Teams, OneDrive, Word, Excel, PowerPoint)Experience with Microsoft Applications (Lists, Forms, Sharepoint)Demonstrated ability in coordinating global travelExperience working for a Global organization with multiple office cultures and requirementsStrong attention to detail and demonstrated project managementEducation Preferred, Bachelor of Arts (B.A) or Bachelor of Science (B.S) or equivalent experience8-10 Years of administrative experience in Financial Services preferredExperience and/or familiarity with Information Technology a plus but not required

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