What are the responsibilities and job description for the Executive Assistant position at Fidelity Investments Institutional Operations Company LLC?
Job Description: We are looking for an administrative professional (2 years) with experience supporting senior leaders and the ability to support multiple executives as well as varied department needs simultaneously. A Bachelor’s degree is strongly preferred, in addition to skilled experience in MS Office (Microsoft Word, Excel, PowerPoint, Outlook) and ability to learn new programs as needed. As a member of the Fidelity Participant Services group, you will provide support to the Westlake Participant Services Vice Presidents and Directors, people leaders, and the site. Your excellent communications skills will be constantly put to the test, as will your ability to handle multiple tasks simultaneously as you serve as a focal point of a dynamic, fast-paced Contact Center environment. The Expertise and Skills You Bring Excellent written and verbal communication, prioritization, and organizational skills, with a focus on delivering accurate and timely outcomes. Exercise utmost sensitivity, discretion, judgment, tact, and diplomacy in handling assignments that are often confidential and sophisticated in nature Effectively interact with senior leadership and associates at all levels both in person and via remote technology. You have a sense of ownership and can proactively identify and resolve issues, create efficiencies, and handle multiple priorities. You are meticulous with the proven track record to multi-task, effectively manage your time, as well as react and think quickly in a fast-paced call center environment. Take initiative on problem solving and resolution of complex problems. Drive team morale with a positive outlook and by promoting and thriving in an inclusive environment. Ability to work both autonomously and in a team environment as a flexible teammate. Driving collaboration through flexibility and temperament to work independently or as part of a team with other administrative assistants is critical. We're looking for a teammate who is willing to get involved, see no task as too small, and assist the work of the larger team across a variety of other duties, including backing-up peer admin(s). The Value You Deliver You will work on various projects, including but not limited to: Simplifying the management of sophisticated and constantly evolving executive calendars using Microsoft Office. Streamlining the arrangement of detailed domestic and international travel, passport and visa application and processing expenses. Delivering the most efficient outcomes with expense report and travel related support (book flights/hotels/transportation as needed). Creating efficiency and effectiveness with scheduling, preparing for and administering of meetings including coordination of meeting facilities, agendas, distribution of meeting materials and/or catering. Creating and updating Microsoft PowerPoint presentations, Word documents and Excel spreadsheets. Office management including real estate space planning, maintaining, and ordering office supplies, handling phone equipment and support. Help organize the team through submitting facilities and technology requests for associates, maintain and distribute monthly onsite departmental seating chart/move information. Assistance with larger group initiatives, including moves, space planning, cost efficiency, etc. Driving culture and community by coordinating group related activities and events Delivering support by performing other ad hoc, project related duties as required. The Team The administrative staff at Fidelity plays a vital role in the company's success, and the individuals serving in these positions are recognized by their colleagues as key members of the team. Certifications: Category: Administration Fidelity’s hybrid working model blends the best of both onsite and offsite work experiences. Working onsite is important for our business strategy and our culture. We also value the benefits that working offsite offers associates. Most hybrid roles require associates to work onsite every other week (all business days, M-F) in a Fidelity office. 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 accommodations@fmr.com, or by calling 800-835-5099, prompt 2, option 2 For roles based in Ireland: Contact AccommodationsIreland@fmr.com For roles based in Germany: Contact Accommodationsgermany@fmr.com Fidelity Privacy Policy
