Administrative Coordinator jobs in United States, Massachusetts, Boston
EY Executive Support Coordinator United States, Massachusetts, Boston
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As an Executive Support Coordinator (ESC), you’ll provide high-level administrative support to the organization. This role involves providing in-office support for local and visiting PPMDDs as well as supplemental in-office assistance. May also assist with tax, backup and interim support for PPMDDs with executive assistants on extended leaves. May also assist and coordinate local office events. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple tasks in a dynamic environment. You’ll be a key member of a team using your experience, skills and knowledge of organizational policies, procedures and practices to help achieve the goals of the business. You’ll present information to inform recommendations on business processes and be part of a high performing, diverse and inclusive team sharing best practices.
Your key responsibilities
- Assist in the planning, organization, and execution of local office events, including team meetings, training sessions, and corporate gatherings in compliance with meeting and events policy and process and in collaboration with CBRE as necessary
- Coordinate with Meeting and Events team on logistics such as venue selection, catering, and materials preparation to ensure successful event delivery
- Prepare and organize materials for onsite meetings, presentations, and reports, ensuring all necessary documentation is readily available
- Develop and maintain relationships with internal personnel at all levels to complete support activities
- Manage and coordinate small projects and track progress
- Leverage strong working knowledge of applicable firm and service line quality, risk and confidentiality policies and guidelines in daily business operations
- Apply and share knowledge obtained on firm technology, work processes, resources, structure and business of the firm/service line/functional group
- Use firm knowledge, tools and network of resources to execute on deliverables and solve problems that arise to meet customers’ expectations
- Maintain documents on appropriate file servers and repositories, aid in the adherence to and reinforcement of record retention policies
- Act as a backup for other executive assistants during absences or peak workloads, ensuring continuity of support for executives which may include booking travel arrangements, processing and tracking business expenses in compliance with firm policy
- Collaborate with the executive support team to facilitate smooth operations and effective communication
Skills and attributes for success:
- Highly skilled attention to detail and self-assurance of quality of work performed or reviewed
- Ability to effectively manage conflicting priorities, organize workflow, anticipate customer needs and independently leverage alternative resources to achieve optimal operational excellence
- Proactively coach and share knowledge with colleagues
- Gain knowledge and develop and demonstrate advanced working knowledge of firm structure, service lines, key personnel, software and organizational policies and procedures
- Work independently with minimal supervision
To qualify for the role, you must have
- Ability to provide in-office support five days a week
- 4+ years of relevant business experience or combined no less than 2 years relevant experience and associates or higher degree
- Proficiency in MS Word, Excel, PowerPoint, Teams and Outlook
- Proficiency in automated calendar management tools (e.g. Outlook) and various IOS and Android mobile devices
- Proficiency in MS SharePoint
What we offer you
At EY, we’ll develop you with future-focused skills and equip you with world-class experiences. We’ll empower you in a flexible environment, and fuel you and your extraordinary talents in a diverse and inclusive culture of globally connected teams. Learn .
- We offer a comprehensive compensation and benefits package where you’ll be rewarded based on your performance and recognized for the value you bring to the business. The base salary range for this job in all geographic locations in the US is $46,900 to $98,000. The base salary range for New York City Metro Area, Washington State and California (excluding Sacramento) is $56,300 to $111,400. Individual salaries within those ranges are determined through a wide variety of factors including but not limited to education, experience, knowledge, skills and geography. In addition, our Total Rewards package includes medical and dental coverage, pension and 401(k) plans, and a wide range of paid time off options.
- Our expectation is this is 100% in office job.
- Under our flexible vacation policy, you’ll decide how much vacation time you need based on your own personal circumstances. You’ll also be granted time off for designated EY Paid Holidays, Winter/Summer breaks, Personal/Family Care, and other leaves of absence when needed to support your physical, financial, and emotional well-being.
These jobs might be a good fit
Flywire Administrative Business Partner United States, Massachusetts, Boston
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Passion, excitement & global collaboration are all core to what it means to be a FlyMate. At Flywire, we’re on a mission to deliver the world’s most important and complex payments. We use our Flywire Advantage - the combination of our next-gen payments platform, proprietary payment network and vertical specific software, to help our clients get paid, and help their customers pay with ease - no matter where they are in the world.
What more do we need to truly be unstoppable? Perhaps, that is you!
Who we are:
Today we support more than 4,800 clients across the global education, healthcare, travel & B2B industries, with diverse payment methods across 240 countries & territories and more than 140 currencies.
With over 1,200 global FlyMates, representing more than 40 nationalities, and in 12 offices world-wide, we’re looking for FlyMates to join the next stage of our journey as we continue to grow.
The Opportunity:
We, at Flywire, are seeking an Administrative Business Partner who will work with multiple executives! In this role you will work with your executives to optimize their performance and maximize efficiency through calculated and purposeful planning. You will also be an ambassador for our culture both internally and externally, interacting with FlyMates and partners across the organization. The ideal candidate will have strong business acumen, impeccable project management skills, and keen attention to detail.
- Managing the day-to-day Executive calendars with the ability to schedule and prioritize meetings, resolve conflicts, and stay several steps ahead to maintain efficiency
- Handle all travel arrangements (international and domestic) and make revisions as needed. Coordinate visas and other necessary travel documents
- Act as the primary point of contact between your Executives and internal/external parties that are globally dispersed.
- Day-to-day administration and coordination of all areas of Executive support, including, but not limited to, expense submission and approval, team dinners and celebrations, etc.
- Act as point person for your Executive’s visitors, coordinating schedules, conference room availability, virtual conferencing, meals, etc
- Supporting Executive events/offsites and Board logistics (when applicable)
- Researching and compiling information and agendas as necessary to ensure Executives’ accuracy and preparedness for internal and external meetings
- Drafting, proofreading, and wordsmithing communications and presentations as assigned
- Organizing and attending staff and department meetings as requested; taking minutes following up on action items, and sharing information with multiple audiences
- True team mentality, working closely with the other ABPs, showing a high level of communication and collaboration, both virtually and in-person
Here’s What We’re Looking For:
- Bachelor’s Degree or applicable professional experience/training
- 5+ years of administrative experience in a fast paced industry
- In office 3 days per week to overlap with Executive presence
- Experience working with Executives with international teams
- Meticulous attention to detail and strong planning and decision making capabilities
- Calm under pressure and able to multitask and pivot as necessary
- Flexible and able to handle ad hoc issues that may arise outside of core business hours
- Creative, approachable, energetic, “can-do” attitude with ability to change direction in a dynamic environment
- Unwavering confidentiality with sensitive personal and corporate information
- Excellent written, verbal and presentation skills
- Advanced proficiency in Google Enterprise Suite tools, Zoom, Slack, Concur
- Proven track record of exceptional calendar management and prioritization
- Excellent written and verbal communication skills, with a high degree of professionalism when working with internal and external stakeholders
- Experience in project management and cross-functional coordination
What We Offer:
- Competitive compensation, including Restricted Stock Units
- Employee Stock Purchase Plan (ESPP)
- Flying Start - Our immersive Global Induction Program
- Work with brilliant people that will keep you on your toes, learn more about their journeys by checking out #InsideFlywire on social media
- Dynamic & Global Team (we have been collaborating virtually for years!)
- Wellbeing Programs (Mental Health, Wellness) with Global FlyMates
- Be a meaningful part in our success - every FlyMate makes an impact
- Competitive time off including FlyBetter Days to volunteer in a cause you believe in and Digital Disconnect Days!
- Great Talent & Development Programs
Submit today and get started!
We are excited to get to know you! Throughout our process you can expect to meet with different FlyMates including the Hiring Manager, Peers on the team, the VP of the department, and a skills assessment. Your Talent Acquisition Partner will walk you through the steps and be your “go-to” person for any questions.
The US base salary range for this full-time position is $82,000 - $120,000 plus restricted stock units and benefits. Our salary ranges are determined by role, position level, and location. The range displayed on this job posting reflects the minimum and maximum target for new hire salaries for the position across all US locations. Within the range, individual pay is determined by work location and several other factors, including job-related skills, experience, relevant education and training. Your Talent Acquisition Partner can share more about the specific salary range for your preferred location during the hiring process.
Flywire is an equal opportunity employer. With over 30 nationalities across 12 different offices, and diversity and inclusion at the core of our people agenda, we believe our FlyMates are our greatest asset, and we’re excited to watch our unique culture evolve with each new hire.
Flywire is an equal opportunity employer.
#LI-Hybrid
These jobs might be a good fit
Flywire Administrative Business Partner United States, Massachusetts, Boston
Share
Passion, excitement & global collaboration are all core to what it means to be a FlyMate. At Flywire, we’re on a mission to deliver the world’s most important and complex payments. We use our Flywire Advantage - the combination of our next-gen payments platform, proprietary payment network and vertical specific software, to help our clients get paid, and help their customers pay with ease - no matter where they are in the world.
What more do we need to truly be unstoppable? Perhaps, that is you!
Who we are:
Today we support more than 4,800 clients across the global education, healthcare, travel & B2B industries, with diverse payment methods across 240 countries & territories and more than 140 currencies.
With over 1,200 global FlyMates, representing more than 40 nationalities, and in 12 offices world-wide, we’re looking for FlyMates to join the next stage of our journey as we continue to grow.
The Opportunity:
We, at Flywire, are seeking an Administrative Business Partner who will work with multiple executives! In this role you will work with your executives to optimize their performance and maximize efficiency through calculated and purposeful planning. You will also be an ambassador for our culture both internally and externally, interacting with FlyMates and partners across the organization. The ideal candidate will have strong business acumen, impeccable project management skills, and keen attention to detail.
- Managing the day-to-day Executive calendars with the ability to schedule and prioritize meetings, resolve conflicts, and stay several steps ahead to maintain efficiency
- Handle all travel arrangements (international and domestic) and make revisions as needed. Coordinate visas and other necessary travel documents
- Act as the primary point of contact between your Executives and internal/external parties that are globally dispersed.
- Day-to-day administration and coordination of all areas of Executive support, including, but not limited to, expense submission and approval, team dinners and celebrations, etc.
- Act as point person for your Executive’s visitors, coordinating schedules, conference room availability, virtual conferencing, meals, etc
- Supporting Executive events/offsites and Board logistics (when applicable)
- Researching and compiling information and agendas as necessary to ensure Executives’ accuracy and preparedness for internal and external meetings
- Drafting, proofreading, and wordsmithing communications and presentations as assigned
- Organizing and attending staff and department meetings as requested; taking minutes following up on action items, and sharing information with multiple audiences
- True team mentality, working closely with the other ABPs, showing a high level of communication and collaboration, both virtually and in-person
Here’s What We’re Looking For:
- Bachelor’s Degree or applicable professional experience/training
- 5+ years of administrative experience in a fast paced industry
- In office 3 days per week to overlap with Executive presence
- Experience working with Executives with international teams
- Meticulous attention to detail and strong planning and decision making capabilities
- Calm under pressure and able to multitask and pivot as necessary
- Flexible and able to handle ad hoc issues that may arise outside of core business hours
- Creative, approachable, energetic, “can-do” attitude with ability to change direction in a dynamic environment
- Unwavering confidentiality with sensitive personal and corporate information
- Excellent written, verbal and presentation skills
- Advanced proficiency in Google Enterprise Suite tools, Zoom, Slack, Concur
- Proven track record of exceptional calendar management and prioritization
- Excellent written and verbal communication skills, with a high degree of professionalism when working with internal and external stakeholders
- Experience in project management and cross-functional coordination
What We Offer:
- Competitive compensation, including Restricted Stock Units
- Employee Stock Purchase Plan (ESPP)
- Flying Start - Our immersive Global Induction Program
- Work with brilliant people that will keep you on your toes, learn more about their journeys by checking out #InsideFlywire on social media
- Dynamic & Global Team (we have been collaborating virtually for years!)
- Wellbeing Programs (Mental Health, Wellness) with Global FlyMates
- Be a meaningful part in our success - every FlyMate makes an impact
- Competitive time off including FlyBetter Days to volunteer in a cause you believe in and Digital Disconnect Days!
- Great Talent & Development Programs
Submit today and get started!
We are excited to get to know you! Throughout our process you can expect to meet with different FlyMates including the Hiring Manager, Peers on the team, the VP of the department, and a skills assessment. Your Talent Acquisition Partner will walk you through the steps and be your “go-to” person for any questions.
The US base salary range for this full-time position is $82,000 - $102,000 plus restricted stock units and benefits. Our salary ranges are determined by role, position level, and location. The range displayed on this job posting reflects the minimum and maximum target for new hire salaries for the position across all US locations. Within the range, individual pay is determined by work location and several other factors, including job-related skills, experience, relevant education and training. Your Talent Acquisition Partner can share more about the specific salary range for your preferred location during the hiring process.
Flywire is an equal opportunity employer. With over 30 nationalities across 12 different offices, and diversity and inclusion at the core of our people agenda, we believe our FlyMates are our greatest asset, and we’re excited to watch our unique culture evolve with each new hire.
Flywire is an equal opportunity employer.
#LI-Hybrid
These jobs might be a good fit
JPMorgan Executive Administrative Assistant United States, Massachusetts, Boston
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As an Executive Assistant in Commercial & Investment Banking, you will need to work well in a team environment, be able to represent the manager/group with professional courtesy and acumen and deliver flawless work output. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt procedures, processes, and techniques to complete assignments in line with the department's activities and goals.
Job Responsibilities
- Maintain detailed calendars, ensuring efficient time management
- Coordinate visitor access and manage logistics
- Organize all aspects of onsite and offsite events,(virtual and in-person) including invitations, catering and transportation
- Screen incoming calls and determine the level of priority, while using caution in dispensing information
- Manage the coordination and logistics of both internal and external meetings
- Arrange and coordinate high volumes of domestic and international travel
- Process T&E expenses for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter expert for policies and procedures
- Produce high quality emails and messages to individuals at all levels of the organization
- Handle regular activities without prompting, and provide advance notice of any issues or delays
Assist in editing spreadsheets and presentations, including printing and binding, for client meetings
Required qualifications, skills and capabilities
- At least 3 years of administrative experience
- Advanced calendar management and the ability to organize and prioritize tasks
- Discretion and good judgment in confidential situations, and proven experience interacting with senior management
- Strong interpersonal, written, and oral communication skills
- Strong proficiency in Microsoft Office
- Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management
Preferred qualifications, capabilities, and skills
- Experience supporting at the Managing Director level (or equivalent) or above
- College degree is a plus
These jobs might be a good fit
JPMorgan Executive Administrative Assistant United States, Massachusetts, Boston
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As an Executive Administrative Assistant you will possess structure, attention to detail, quality focus, high energy and flexibility to a high-paced organization. You will need to work well in a team environment, be able to represent the senior leaders and team with professional courtesy and acumen, and deliver flawless work output. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt to procedures, processes and techniques to complete assignments in line with the department's activities and goals.
Job Responsibilities:
- Maintain detailed calendars
- Coordinate visitor access and handle logistics
- Organize and arrange all aspects of high volumes of onsite and offsite events, such as but not limited to, virtual and in-person meetings and roadshows, including invitations, scheduling, catering and transportation
- Screen incoming calls and determine the level of priority, while using caution in dispensing information
- Manage the coordination and logistics of both internal and external meetings. Work closely with sales team to ensure clients are registered and meetings are scheduled
- Arrange and coordinate high volumes of domestic and international travel
- Process T&E expenses for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter expert for policies and procedures
- Produce high quality emails and messages to individuals at all levels of the organization
- Handle regular activities without prompting, and advise in advance with possible issues or delays
- Assist in editing spreadsheets and presentations, including printing for client meetings
- Work cooperatively with the administrative assistant team, in positive partnership to support each other smoothly
- Lead and coordinate on ad hoc projects as requested
Required qualifications, skills and capabilities
- Preferably candidates should have at least 3 years of administrative experience, supporting all levels through managing director
- Advanced calendar management
- Advanced ability to organize and prioritize
- Tact and good judgment in confidential situations, and proven experience interacting with senior management
- Strong interpersonal, written, and oral communication skills
- Candidates should have Expense, Invoice and Charitable Contributions knowledge
- Proficiency within the Microsoft Office Suite, including Excel and PowerPoint
- Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management
- Ability to learn procedures and processes quickly
These jobs might be a good fit
JPMorgan Executive Administrative Assistant United States, Massachusetts, Boston
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Description:
As an Executive Administrative Assistant within Commercial Banking, you will manage busy calendars, travel, plan and assist with local events and projects for the business. You will tap into your thought leadership to manage priorities, ensure efficient use of executives’ time, and collaborate closely with colleagues to ensure robust on-site support and backup coverage. You will also work with key stakeholders in the business, partner with various teams. to complete projects.
Job Responsibilities:
Manage complex calendars for leaders in a fast paced and dynamic environment, arrange travel plans, adjust and prioritize last-minute changes including logistics such as conference rooms, events, and catering, etc.
Support the physical site support demands required including phone coverage, assistance with new hire integration, facilities maintenance, supplies, floor access, presence at local events, greeting clients and guests and escorting them throughout the location, food orders/set up and takedown of conference rooms, ensuring superior client service at all times
Maintain confidential data, enforce internal controls, and comply with policies and procedures
Required qualifications, capabilities and skills:
3+ years of administrative support experience with background in a client facing sales and financial services environment
Strong organizational skills and ability to work independently in a demanding, changing and fast paced environment
Effective travel planning skills and knowledge
Effective interpersonal skills and excellent communication - confident, organized, and clear
Fluent in Microsoft Office, PitchPro and Adapts easily to process changes and learns new technologies
Project and event management experience
Service oriented and able to greet clients, distribute packages, restock pantry items, and other floor duties as required.
Strong knowledge of invoice payment processing and/or Sponsorship and Donation processes
These jobs might be a good fit
JPMorgan Executive Administrative Assistant-Innovation Economy United States, Massachusetts, Boston
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As an Executive Administrative Assistant within Commercial Banking, you will manage busy calendars, travel, plan and assist with local events and projects for the business. You will tap into your thought leadership to manage priorities, ensure efficient use of executives’ time, and collaborate closely with colleagues to ensure robust on-site support and backup coverage. You will also work with key stakeholders in the business, partner with various teams. to complete projects.
Job Responsibilities:
Manage complex calendars for leaders in a fast paced and dynamic environment, arrange travel plans, adjust and prioritize last-minute changes including logistics such as conference rooms, events, and catering, etc.
Support local event planning and execute as needed and/or support local employee engagement activities such as team recognition, events, etc.
Support the physical site support demands required including phone coverage, assistance with new hire integration, facilities maintenance, supplies, floor access, presence at local events, greeting clients and guests and escorting them throughout the location, food orders/set up and takedown of conference rooms, ensuring superior client service at all times
Provide general team support such as time keeping, training tracking, and assist in ad hoc projects as needed
Maintain confidential data, enforce internal controls, and comply with policies and procedures
Support Salesforce or other LOB reporting activity within scope for role and simple reporting for the business such as pulling canned reports and scorecards
Required qualifications, capabilities and skills:
3+ years of administrative support experience with background in a client facing sales and financial services environment
Strong organizational skills and ability to work independently in a demanding, changing and fast paced environment
Effective travel planning skills and knowledge
Self-motivated, personal leadership, ability to be discrete, highly collaborative and team oriented
Effective interpersonal skills and excellent communication - confident, organized, and clear
Fluent in Microsoft Office, PitchPro and Adapts easily to process changes and learns new technologies
Project and event management experience
Service oriented and able to greet clients, distribute packages, restock pantry items, and other floor duties as required.
Strong knowledge of invoice payment processing and/or Sponsorship and Donation processes
Commitment to customer service and ability to work in team-oriented environment tied to solid judgment, decision making and problem-solving skills
Collaborate effectively with colleagues and team members, assisting with projects and tasks as needed
These jobs might be a good fit
Share
As an Executive Support Coordinator (ESC), you’ll provide high-level administrative support to the organization. This role involves providing in-office support for local and visiting PPMDDs as well as supplemental in-office assistance. May also assist with tax, backup and interim support for PPMDDs with executive assistants on extended leaves. May also assist and coordinate local office events. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple tasks in a dynamic environment. You’ll be a key member of a team using your experience, skills and knowledge of organizational policies, procedures and practices to help achieve the goals of the business. You’ll present information to inform recommendations on business processes and be part of a high performing, diverse and inclusive team sharing best practices.
Your key responsibilities
- Assist in the planning, organization, and execution of local office events, including team meetings, training sessions, and corporate gatherings in compliance with meeting and events policy and process and in collaboration with CBRE as necessary
- Coordinate with Meeting and Events team on logistics such as venue selection, catering, and materials preparation to ensure successful event delivery
- Prepare and organize materials for onsite meetings, presentations, and reports, ensuring all necessary documentation is readily available
- Develop and maintain relationships with internal personnel at all levels to complete support activities
- Manage and coordinate small projects and track progress
- Leverage strong working knowledge of applicable firm and service line quality, risk and confidentiality policies and guidelines in daily business operations
- Apply and share knowledge obtained on firm technology, work processes, resources, structure and business of the firm/service line/functional group
- Use firm knowledge, tools and network of resources to execute on deliverables and solve problems that arise to meet customers’ expectations
- Maintain documents on appropriate file servers and repositories, aid in the adherence to and reinforcement of record retention policies
- Act as a backup for other executive assistants during absences or peak workloads, ensuring continuity of support for executives which may include booking travel arrangements, processing and tracking business expenses in compliance with firm policy
- Collaborate with the executive support team to facilitate smooth operations and effective communication
Skills and attributes for success:
- Highly skilled attention to detail and self-assurance of quality of work performed or reviewed
- Ability to effectively manage conflicting priorities, organize workflow, anticipate customer needs and independently leverage alternative resources to achieve optimal operational excellence
- Proactively coach and share knowledge with colleagues
- Gain knowledge and develop and demonstrate advanced working knowledge of firm structure, service lines, key personnel, software and organizational policies and procedures
- Work independently with minimal supervision
To qualify for the role, you must have
- Ability to provide in-office support five days a week
- 4+ years of relevant business experience or combined no less than 2 years relevant experience and associates or higher degree
- Proficiency in MS Word, Excel, PowerPoint, Teams and Outlook
- Proficiency in automated calendar management tools (e.g. Outlook) and various IOS and Android mobile devices
- Proficiency in MS SharePoint
What we offer you
At EY, we’ll develop you with future-focused skills and equip you with world-class experiences. We’ll empower you in a flexible environment, and fuel you and your extraordinary talents in a diverse and inclusive culture of globally connected teams. Learn .
- We offer a comprehensive compensation and benefits package where you’ll be rewarded based on your performance and recognized for the value you bring to the business. The base salary range for this job in all geographic locations in the US is $46,900 to $98,000. The base salary range for New York City Metro Area, Washington State and California (excluding Sacramento) is $56,300 to $111,400. Individual salaries within those ranges are determined through a wide variety of factors including but not limited to education, experience, knowledge, skills and geography. In addition, our Total Rewards package includes medical and dental coverage, pension and 401(k) plans, and a wide range of paid time off options.
- Our expectation is this is 100% in office job.
- Under our flexible vacation policy, you’ll decide how much vacation time you need based on your own personal circumstances. You’ll also be granted time off for designated EY Paid Holidays, Winter/Summer breaks, Personal/Family Care, and other leaves of absence when needed to support your physical, financial, and emotional well-being.
These jobs might be a good fit
