Job Description

We have an exciting opportunity that has opened in the President's Office of a well established, Boston-based financial institution seeking a stellar and experienced C-level Executive Assistant with experience supporting legal and executive members. This role will require at least 2 days in the office a week, after training is completed. This is a highly visible role requiring skills and experience in the following:

The ideal candidate will possess exceptional communication skills, a proactive mindset, and the ability to manage multiple priorities in a fast-paced, hybrid work environment. Strong interpersonal and collaboration skills are crucial in ensuring the smooth operation of executive functions and enhancing productivity.

Limited travel within the six New England states expected to be less than 5% annually, with occasional overnight stays required.

Key Responsibilities

• Executive Support : Provide operational and administrative support to the Office of the President & the Legal department, managing calendars, scheduling meetings, and preparing and organizing agendas and supporting materials for meetings.
• Board of Directors : Manage building board books in Diligent, including sending reminders to those responsible for submitting meeting materials. Manage uploading periodic board votes/resolutions, director questionnaires and eligibility certifications. Prepare Board fees spreadsheet for Accounting, track board members attendance, and prepare annual directors fees meeting template for the Company. Process board expense reports for reimbursement.
• Project Management: Assist in managing key projects and initiatives in support of the Office of the President and Legal department by tracking progress, deadlines, and deliverables. Examples include the annual certifications and forms required by the Institutional Ethics Program, supporting the annual director election process, managing the Institution's delegations of authority, and responding to regulatory information requests.
• Minute Taking: Take minutes of certain meetings of the Board and the Management Committee and Disclosure Committee.
• Diligent Board Portal: Manage Diligent Board Portal including site management and managing users, committees, and roles. Manage the Diligent vendor review process and contract renewals.
• Budget: Prepare departmental budgets for the Office of the President and Legal department, support financial management tasks, including tracking expenses and preparing reports.
• Confidentiality Management: Handle sensitive information with discretion and maintain confidentiality at all times.
• Team Collaboration : Work closely with other team members and departments to facilitate communication and ensure alignment on organizational goals. Back up other staff when necessary.
• Other duties, as assigned.

Qualifications

• Education : A degree in Business Administration, Communications, or a related field or
• relevant work experience is required.
• Experience: Minimum of 5 years of experience in an executive assistant role, preferably supporting C-Suite executives and engaging with Board members.

Workplace Skills:

• Demonstrated organizational and time management skills.
• Effective communication abilities for a hybrid work model using various modalities.
• Advanced Proficiency in Microsoft Office products and other relevant software is required for success.
• Experience with electronic board book software is preferred.
• Ability to work independently and handle multiple priorities with minimal supervision.
• Strong problem-solving skills and attention to detail.

Attributes:

• Professional demeanor and a positive attitude.
• High level of integrity and reliability.

This is an immediate, direct hire. All confidential inquires with direct experience are urged to apply by submitting a resume and cover letter to jlaufer@lauferandassociates.net We are unable to consider non-US residents who require sponsorship.

This role will pay market rate, and includes a generous bonus along comprehensive benefits. Work/Life balance is alive and well in this collegial, professional and friendly culture.

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