Executive Assistant

at  HarbourVest Partners

Job Description Summary
The Company
For 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 with at least 3 days per week in the London office.
The Role
The role will involve working for multiple members of the Secondary and InfRA (Infrastructure & Real Assets) Leadership Teams, as well as various junior team members.

The ideal candidate is someone who is:

• Able to work independently as well as part of a team.
• Self-motivated and proactive.
• Strong attention to detail.
• Able to support multiple leaders with very different personalities and workstyles
• Proficient in MS Outlook, Word, Excel, PowerPoint. Desired knowledge of CRM tools (ideally Salesforce) and expense tool Concur.
• A problem solver with a can do and positive attitude.
• Someone who takes pride in their work.
• A willingness to adopt the company culture and an open mindedness to show interest in broader opportunities for development within the firm

What you will do:

Diary Management

• High-level diary management across team members within the London based Secondary & InfRA teams, managing internal and external meeting co-ordination. Including scheduling across multiple time zones
• Booking intensive and complex domestic and international travel (mostly via agent), multi-leg roadshows and conference trips. Handling all visa and documentation requirements
• Ad-hoc support with personal tasks and travel
• Logistics and planning for conference attendance

Administrative Support

• General admin support to wider team where required and support alongside other EA on team.
• Marketing production assistance; pull presentations from standard software tool.
• Expense consolidation (Concur) and allocation to appropriate funds
• Organise team events and outings
• Provide cover for other EA in the team (where needed).

What you bring:

• A friendly, diplomatic, and personable approach when interacting with colleagues at all levels
• Exceptionally well organized and the ability to prioritize and manage multiple tasks simultaneously.
• Ability to work to short deadlines.
• Ability to handle large volumes of work with a quick turnaround during busy periods
• Strong communication skills amongst colleagues at all levels of the organisation and clients, both written and verbally.

Education Preferred:

• Bachelor’s degree or equivalent

Experience:

• 3+ years’ EA experience working within the asset management or broader financial industry
• Experience supporting multiple people, managing a varied task list and adhering to deadlines.
• Comfortable with international travel arrangements.
• Ability to work across multiple time zones.
• Experience using Salesforce and Concur (desired but not essential) and proficient in MS Outlook, Word, Excel and PowerPoint

Please refer the Job description for details