Coordinate the COO's calendar by forecasting commitments and identifying potential scheduling conflicts
Plan and prepare for key meetings by crafting agendas and coordinating logistics
Send and manage meeting invitations, confirm participants, and adjust schedules as priorities shift
Reserve and manage conference rooms, ensuring all logistical needs are met
Arrange catering and on-site logistics to provide a seamless meeting experience
Work closely with the EA to the CEO and the Executive Leadership Team to provide unified support
Serve as a backup for the EA to the CEO and perform other administrative tasks as needed
What you bring:
Demonstrated experience supporting a senior executive (c-suite or equivalent) with strong ownership of calendar and meeting operations
Proven capability to manage complex schedules and harmonize priorities with other executive assistants and leadership collaborators
Outstanding coordination abilities, including the capacity to prioritize tasks simultaneously and stay calm under time constraints
Strong written communication skills for preparing clear agendas, invitations, and logistical notes
Proficiency with Microsoft Office, Microsoft Teams, Concur, Salesforce, and a willingness to embrace new technologies including AI.
High degree of integrity, discretion, and good judgment in handling sensitive information
Ability to anticipate needs, identify risks early, and solve problems quickly and independently
Education Preferred:
B.A or B.S degree or equivalent experience
Requirements
15-20+ Years administrative experience in Investment Management or Financial Services preferred
#LI-Hybrid
Base Salary Range
$115,000.00 - $150,000.00
This position is non-exempt and therefore eligible for the payment of overtime.
Benefits
Health insuranceRemote work optionsPerformance bonus
Additional Information
Job Description Summary
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. You will receive 18 remote workdays per quarter to use at your discretion, subject to manager approval. For example, you may choose to work in the office 4 days per week and take one remote day weekly (typically 13 weeks per quarter), leaving 5 additional remote days to be used as needed.
Join our team at HarbourVest Advisers L.P. as an Executive Assistant to the COO and play a pivotal role in supporting our extraordinary operations. This is an outstanding opportunity to work closely with our Chief Operating Officer and make a significant impact on our bold goals!
The ideal candidate is someone who is:
Experienced in supporting senior executives in a fast-paced environment
Exceptionally organized and diligent
Proactive in anticipating needs and solving problems
Skilled in managing intricate schedules across global time zones
An excellent communicator with strong written and verbal skills
Able to exercise good judgment and discretion
Harbourvest · Boston