EXECUTIVE ASSISTANT

Company: Kinsley Power Systems
Location: Boston
Posted on: October 26, 2024

Job Description:

CAREERS THAT CHANGE THE WORLD

If you think you are the right match for the following opportunity, apply after reading the complete description.
OUR CULTURE
Cambridge Associates believes culture is central to your success and ours.
We believe in a vibrant, values-driven culture that is supportive, inclusive, and diverse. Here, we celebrate the individual while we support global connectivity. At CA, collaboration wins, kindness matters, and your success is our priority.
We foster an inclusive and diverse environment that enables all individuals to engage and bring their full selves to work.
OUR CLIENTS
Cambridge Associates believes our clients come first.
Our clients are the most compelling endowments, foundations, pensions, private clients and institutional investors around the globe. We lock arms with them to meet and exceed their investment objectives, so they can change the world.
OUR PEOPLE
Cambridge Associates believes we do our best when you do your best.
At CA, we are only as successful as you are. We actively recruit and invest in the most dynamic and diverse talent and then empower you to succeed. By leveraging your unique skills, developing your individual career goals, and building a collaborative global community of connected, diverse individuals, we build a community that is stronger together.
But enough about us.Tell us about YOU
Are you a bold individual seeking an opportunity to contribute to a value-based, collaborative environment in some of the most exciting cities around the globe?
Are you eager to work for an organization committed to diversity, inclusion, sustainability, and Corporate Social Responsibility?
Do you strive to work in an environment that encourages innovation and teamwork?
Are you a thought leader who cares about making a difference in the world while contributing to an amazing culture?
Do you value a challenging professional opportunity where you can leverage your skills, gain a valuable foundational in finance and investment, and build a long-term career development plan?
Are you seeking a competitive salary, a robust and comprehensive benefits program, and a variety of attractive benefits and perks?
Do you take pride in successfully making the lives of those you support easier?
Are you proactive and willing to take the initiative while anticipating the needs of your executive?
The Opportunity
Executive Assistant to the Global Head of Client Solutions
The Executive Assistant (EA) position at Cambridge Associates provides comprehensive, proactive, and confidential organizational and administrative support to a member of the CA Leadership team. In addition to performing a wide variety of administrative tasks, the Executive Assistant will manage multiple work streams, draft correspondence, and support business development activities with a high degree of efficiency, accuracy and discretion.
Principal Duties

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• Calendar Management: Strategically manage and organize calendars and appointments to optimize executive's time and address crucial tasks and commitments, ensuring any scheduling conflicts are resolved as they arise. Demonstrate intuitive and proactive behavior in preparing the executive and others for daily responsibilities, maintain awareness of important information and dates.
  
• Travel arrangements: Make complex travel arrangements (domestic and international) including coordinating flights, arranging accommodations and transportation with meticulous detail to ensure efficiency and minimize disruptions.
  
• Communication Management: Act as a gatekeeper for incoming requests and prioritize (flag) and route appropriately. Respond to select correspondence on behalf of the Executive, leveraging a nuanced understanding of the executive's communication style and priorities. Represent the firm and the executive in a positive and professional manner in all interactions.
  
• Document preparation: Ensure firm's standards for formatting are applied to all correspondence, presentations, and materials on behalf of the executive.
  
• Meeting Coordination: Arrange and coordinate logistics for client, prospect, and team meetings, including material preparation and physical logistics (e.g., conference rooms, catering, etc.).
  
• Information Management and Reporting: Partner with sales team members to ensure accurate and timely reporting by leveraging MS Dynamics to create custom reports, add comments, input notes, and pull meeting prep. Proactively update the Head of Client Solutions on significant changes and new information sourced within the Dynamics CRM tool, supporting decision-making and overall productivity.
  
• Event Planning: Organize and schedule department-wide meetings and events (in person, virtual, and hybrid), managing all logistics (room setup, technology, catering) to allow executive to participate fully without the burden of organizational details.
  
• Expense management: Track and manage expense submissions and reimbursements on behalf of executive, ensuring they align with company policies.
  
• Change agent: Act as an early adopter of firm changes, often leading by example and assisting where applicable. Identify process gaps within the Client Solutions leadership team and develop strategies to address.
  
  Key traits
  
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• Exercises well-developed interpersonal skills and good judgement to move a conversation or an effort to satisfactory conclusion.
  
• Manages sensitive matters with a high level of decorum, confidentiality and discretion.
  
• Exhibits good business sense and emotional intelligence when acting on behalf of the executive.
  
• Is highly responsive to emails/texts/Teams messages in a timely manner which may, at times, be outside of normal business hours.
  
• Able to function well in a fast-paced, multi-time zone environment, flexing priorities and focus as needed.
  
  Qualifications
  
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• 5 or more years of experience at the Executive Assistant level, preferably in professional services. C-suite experience is preferred, but not required.
  
• BA/BS degree preferred.
  
• Advanced knowledge of MS Word, Excel (levels 1 and 2), PowerPoint, and Outlook is required. Experience with Adobe Acrobat, MS Teams, Box is preferred. Experience with Asana is a plus.
  
• Ability to take ownership and complete projects with minimal direction.
  
• Ability to manage multiple work streams with rapidly changing priorities.
  
• Proactive approach to problem solving with strong decision-making capability.
  
• Proven time management and organizational skills with proven ability to meet deadlines.
  
• In depth knowledge of administrative procedures and tools.
  
• Strong research, analytical and problem-solving skills.
  
• Able to nimbly work to form relationships cross-office, resulting in more effective management of cross-office staffed teams and relationships with all levels.
  
• Strong verbal and listening skills.
  
• Excellent writing and proofreading skills are mandatory with an emphasis on accuracy, spelling, punctuation, and grammar.
  
• Must be able to maintain a high degree of confidentiality.
  
  Want to learn more?
  Click HERE to learn more about how Cambridge Associates lives our firm values every day. (https://www.cambridgeassociates.com/about-us/firm-values/)
  Click HERE to learn more about Cambridge Associates invests in diversity and inclusion.(https://www.cambridgeassociates.com/about-us/diversity-inclusion/)
  Click HERE to learn more about our commitment to Corporate Social Responsibility. (https://www.cambridgeassociates.com/about-us/corporate-social-responsibility/)
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Keywords: Kinsley Power Systems, Brookline , EXECUTIVE ASSISTANT, Other , Boston, Massachusetts