Executive Assistant

Wellington Management Company, LLP
San Francisco, USA
Aug 08, 2022
Aug 27, 2022
Job Function
Industry Sector
Finance - General
Employment Type
Full Time

Wellington Management offers comprehensive investment management capabilities that span nearly all segments of the global capital markets. Our investment solutions, tailored to the unique return and risk objectives of institutional clients in more than 60 countries, draw on a robust body of proprietary research and a collaborative culture that encourages independent thought and healthy debate. As a private partnership, we believe our ownership structure fosters a long-term view that aligns our perspectives with those of our clients.

We are transitioning to a hybrid work environment where both remote work and the office play a critical role. Our vision is a future where all employees are empowered to work flexibly to drive the best outcomes for our clients. Flexible work is a mindset and a core value. Our employees are encouraged to work remotely two days a week as a standard practice and will have flexibility in terms of working hours.

The Americas Institutional Group (AIG) seeks an Executive Assistant (EA) to support the relationship management and business development efforts of the firm's growing West Coast business. This is a dynamic, fast paced role supporting our relationship management, consultant relations, and business development efforts. This role supports three managers: the Director of AIG West, a Consultant Relations Manager, and a Business Development Manager. In addition to direct support of these primary managers, the EA will also provide support for the broader client teams. The ideal candidate will possess strong organizational, multi-tasking skills and excellent attention to detail along with outstanding service-orientation and mature judgment.

Our Executive Assistants play an integral part of our client-facing efforts and are often seen as the "quarterback" of our Client Group teams. This role is based in our San Francisco office and is part of a local, three-person administrative team, but is also a member of our larger 35-person Client Platform Administrative Support team working with our client facing managers in the Americas.


Specific responsibilities include:
  • Diligent and proactive calendar management in Outlook for senior professionals
  • Meeting coordination between investment professionals and the manager's clients to facilitate portfolio reviews and new business discussions
  • Meeting support including working in Outlook to send meeting requests, booking conference rooms, coordinating WebEx/Zoom details, adding visitors to security, and ordering food and beverage as needed
  • Meeting preparation including gathering and distributing materials
  • Database maintenance in Salesforce including maintaining contact information and meeting activity for clients and prospects, and generating meeting activity reports
  • Campaign management in Salesforce to share our firm curated insights and content
  • Assistance with preparation and distribution of monthly and quarterly client reporting
  • Maintain a current knowledge on California regulations; coordinate and submit quarterly lobbyist filings
  • Travel coordination with our travel agency including transportation and hotel bookings
  • Assistance with a variety of department/team projects, events, and initiatives
  • Expense reimbursement in Workday
  • Diligent coverage of email
  • Undergraduate degree
  • Minimum of 3 - 5 years of relevant administrative experience
  • Strong interpersonal, verbal, and written communication skills
  • Strong service orientation; reliable, consistent, proactive
  • Ability to work in a fast-paced and team-oriented environment, prioritizing effectively
  • Attention to detail and proficiency with Microsoft Outlook, Excel, and Word
  • Solid work ethic, positive attitude, and grace under pressure is a must
  • Ability to use good business judgment and maintain confidentiality
Not sure you meet 100% of our qualifications? That's ok. If you believe that you could excel in this role, we encourage you to apply and welcome a chance to review your background. We are dedicated to building and maintaining a diversified workforce and considering a broad array of candidates with a variety of skill, workplace experiences, and backgrounds.

As an equal opportunity employer, Wellington Management ensures that all qualified applicants will receive equal consideration for employment without regard to race, color, sex, sexual orientation, gender identity, gender expression, religion, creed, national origin, age, ancestry, disability (physical or mental), medical condition, citizenship, marital status, pregnancy, veteran or military status, genetic information or any other characteristic protected by applicable law . If you are a candidate with a disability, or are assisting a candidate with a disability, and require an accommodation to apply for one of our jobs, please email us at GMCANINQ@wellington.com .
  • You need to sign in to save