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Senior Executive Secretary
Fidelity Investments
Boston, MA, United States
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With over $460 billion in assets under management, Fidelity’s Global Asset Allocation division (GAA) is a leading provider of asset allocation solutions for retail and institutional clients. The range of investment solutions includes target date funds, target allocation funds, income and real return strategies, managed volatility strategies, and custom institutional solutions. Your work will be central to the success of Fidelity, and our strong heritage as a leading provider of asset allocation investment solutions.
The Purpose of your Role
This is a role within the GAA Administrative Team, which plays a vital role in the department’s success. The individuals serving on the administrative team are recognized by their colleagues as key members of the department for the important role that they play in helping the division run smoothly each day. Members of the administrative team serve as personal assistants to multiple GAA investment personnel, including division management, portfolio managers, analysts and operations staff. In this role, you will support certain GAA team members and assist them with calendar management, booking travel, and managing travel related expenses. In addition to your administrative responsibilities related to supporting others, you will also help manage the physical facilities as the team transitions to an open floor plan serving as a point of contact to ensure the amenities of the space are well maintained. Finally, you will be responsible for standardizing and maintaining information about the division, which involves liaising and collaborating with other internal departments such as communications, finance and marketing.
The Skills You Bring
This is an excellent opportunity for an experienced administrative professional who has a passion to learn and pitch in wherever needed. This role requires both strong organizational and process skills related to your administrative duties, as well as creativity and ingenuity related to sourcing, documenting and organizing the division’s important characteristic data, such as organization and headcount charts, business scorecards, marketing materials and other communications so that they are readily accessible, up-to-date and consistent across the division. This role presents a unique opportunity to learn about an investment organization and work closely with highly motivated and engaged business associates.
The Value You Deliver
• Manage the division’s organization and headcount charts, performance and scorecard reporting, marketing and communications materials on shared intranet site
• Act as “concierge” for GAA space, ensuring amenities are maintained and associates are abiding by shared environment protocols
• Create and update Microsoft Office suite of documents (e.g. Word, Excel, PowerPoint, etc.)
• Create and maintain organizational charts in Visio
• Communicate and liaise with other internal departments such as finance, marketing and communications
• Assist with assigned group’s calendars and daily schedules
• Coordinate meetings internally and externally, preparation of agenda and distribution of materials
• Arrange travel needs and process travel expenses for assigned group in timely manner
• Work collaboratively as an integral part of the administrative and operations support teams
• Perform other project-related duties as required
• Perform back-up assistance for other administrative assistants on team
Qualifications/Characteristics
• 8+ years’ experience supporting high level executives
• Bachelor’s degree preferred but not required
• Proficiency in Microsoft Office suite of products and eagerness to develop expertise in these programs
• Professional maturity and previous experience in a corporate environment
• Strong interpersonal skills and ability to multitask
• A proactive and creative mindset willing to assume responsibility for a variety of administrative projects
• A self-starter with the ability to take initiative in a fast-paced environment
• The ability to seek clarification or assistance when needed
• A proven track record of working cooperatively and effectively with various personalities
• A flexible team player willing to get involved and assist the larger team including backing-up peers
At Fidelity, we are focused on making our financial expertise broadly accessible and effective in helping people live the lives they want— from the 23 million people investing their life savings, to the 20,000 businesses managing their employee benefits programs, to the 10,000 advisors and institutions needing innovative technology solutions to invest their clients’ money. To do this well, as a privately held company, we place a high degree of value in nurturing a work environment that attracts the best talent and reflects our commitment to being an employer of choice. For more information about Fidelity Investments, visit www.fidelity.com
Fidelity Investments is an equal opportunity employer.