What are the responsibilities and job description for the Executive Assistant position at Incubation Systems?
To provide in-office administrative support to designated Fixed Income team members and backup support for all Fixed Income investment teams.
Primary Responsibilities:
- Provide primary support to the designated Fixed Income team members
- Work closely with the Fixed Income administrative team to alleviate workload and provide backup during a temporary vacancy of an admin team member
- Calendar management in Microsoft Outlook
- Coordinate and manage virtual and on-site meetings
- Coordinate travel arrangements, including securing visas and arranging meetings
- Oversee proper protocols are followed for visitors of the building
- Communicate and follow-up on requests and deadlines
- Request new subscriptions and renewals for team as needed
- Renew professional memberships for team
- Obtain wet/e-signatures as needed
- Prepare and edit materials using Microsoft PowerPoint, Word and Excel
- Create and process purchase requisitions in Ariba
- Complete and submit expense reports in Concur
- Assist with ad hoc projects and initiatives
- Provide phone and message support
- Print, copy, scan, and file materials
- Sort and distribute mail
- Maintain and order office supplies
Job Requirements:
- Bachelor’s degree and a minimum of 5 years related experience preferred
- Excellent verbal and written communication skills
- Highly organized and with a strong attention to detail
- Strong organizational skills and ability to juggle multiple tasks
- Must be able to work both independently and as a team, and adapt to various needs of Fixed Income
- Must demonstrate self-confidence and the ability to interact with senior level management throughout the firm
- Must maintain strict confidentiality, multi-task, and have strong attention to detail in a fast-paced environment
- Advanced level MS Word, Excel, Outlook and PowerPoint, familiarity of Adobe Pro, AdobeSign, DocuSign
- Ability to learn and work with various applications used by Fixed Income
Job Types: Full-time, Contract
Pay: $29.00 - $30.00 per year
Schedule:
- 8 hour shift
- Monday to Friday
Ability to Commute:
- Boston, MA 02109 (Preferred)
Ability to Relocate:
- Boston, MA 02109: Relocate before starting work (Preferred)
Work Location: In person
Salary : $29 - $30
