Executive Assistant, Legal

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, which translates to 4 days minimum per week in the office.

We are seeking an experienced Executive Assistant to provide a broad range of administrative support to two Managing Directors on our Legal team, as well as other senior members of the team. Assignments involve work of a confidential and complex nature requiring considerable discretion, judgement, tact and diplomacy. This person will serve as a key point of contact for the department, and will help build a professional and welcoming environment for both internal and external parties.

The ideal candidate is someone who is:

• An excellent written and verbal communicator.
• Able to communicate professionally and confidently with colleagues of all levels.
• Highly organized and able to balance multiple responsibilities and prioritize effectively.
• Committed to excellence with high attention to detail and follow-through.
• Technologically proficient with a thorough knowledge of Microsoft Office Suite and ability to learn and adapt quickly to other applications. Knowledge of SAP Concur Expense platform a plus but not required.
• Experience and/or familiarity with legal and regulatory concepts and filings a plus.

What you will do:

• Provide Executive Assistant support to 2 Managing Directors.
• Provide calendar management.
• Meeting planning, both virtual and in -person, with internal and external parties and at times, across multiple geographies and time zones.
• Respond to email, MS teams and phone calls in a timely manner.
• Coordinate domestic and international travel arrangements including flights, hotels, car service as well as troubleshooting if unexpected changes arise.
• Prepare and submit sophisticated expense reports.
• Support the creation of presentations, agendas, minutes and other team meeting materials as needed.
• Routine administrative activities including data entry, organizing, routing and electronic retention of correspondence and archiving document.
• Plan and organize outside events including contract review and budgetary considerations
• And other responsibilities as required

What you bring:

• Demonstrated experience interacting confidently and confidentially with all levels of stakeholders
• Demonstrated ability in coordinating global travel
• Motivated, self-starter with the ability to work independently as well as part of a team
• Ability to build and foster strong working relationships with peers across functions and geographies
• Problem solving skills with a bias for action leveraging data, technology applications and other tools

Education Preferred

• Bachelor of Arts (B.A) or equivalent experience
• Bachelor of Science (B.S) or equivalent experience

Experience

• 10+ Years Executive Assistant experience supporting senior leaders.

• Notary Public preferred

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