Job Information
Wellington Executive Assistant in Palm Beach, Florida
About Us
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.
About the Role
The Executive Assistant will provide a wide range of professional and personal support for a Portfolio Manager and his team, along with coordination for the Palm Beach office. This role is the key gatekeeper and coordinator for the PM and requires a high level of judgment and discretion along with outstanding collaboration across a broad community of both internal and external parties. The ideal candidate is an experienced support professional with demonstrated ability to work with senior executives in a financial or professional services environment. S/he will have outstanding attention to detail in a logistically intensive, deadline-driven environment and will possess a proactive, anticipatory, problem-solving personality.
Responsibilities:
He/she will manage the overall daily support needs of the team, including but not limited to:
Complex and proactive calendar management of both professional and personal commitments
Coordinate logistics for internal and external meetings or events
Schedule domestic and international travel arrangements
Diligent and effective gatekeeping, triage, and prioritization via phone, email, etc.
Develop and maintain strong collaborative relationships with multiple internal and external constituencies
Manage daily mail, filing systems, contact lists, etc.
Expense tracking and reporting
Maintain various types of personal and confidential information
Detailed materials preparation in Word, Excel, PowerPoint, OneNote and other internal systems
Local travel may be required for deliveries, pick-ups, etc.
Provide cross-coverage and back-up support to other Administrative/Executive Assistants in other offices
Assist with ad hoc projects and other work as required
Office coordination responsibilities:
Acting as key local contact for the office and being the first point of contact for external vendors
Manage internal visitor process
Maintain relationships with building management, brokers and other relevant external suppliers and vendors
General office maintenance tasks including supply orders, invoicing, and external vendor management
Business management tasks: assist with management of departmental budgets, serve as Business Continuity Planning (BCP) contact, coordinate with Real Estate & Facility teams,
Proactively communicate general office updates and any emergency & BCP information to employees
Work with the technology support team to ensure that all video conferencing and end user technology run smoothly
Strong project management skills are required for maintenance and improvement to the existing office space
Working closely with relevant internal Finance & Administration teams to ensure operational excellence, including but not limited to:
Real Estate planning, renovation and workplace logistics
Treasury / Accounts Payable responsibilities include local support for maintaining corporate bank accounts, facilitating payments, review & monitor invoices, and dispute resolution if necessary
Qualifications:
Minimum of 5 years’ experience within an administrative role in a professional services organization
Experience in the investment management/financial services industry will be viewed favorably
Exposure to global contexts, whether professionally and/or personally, will be viewed favorably
Advanced proficiency in MS Office with an ability and desire to learn new technologies to drive efficiencies
Demonstrated strong detail orientation, diligence and overall high work quality
Excellent organizational, multi-tasking and prioritization abilities
Proactive problem-solving skills and an anticipatory mindset
High level of reliability, professionalism and discretion
Ability to work under deadlines and to accommodate last-minutes changes
A strong service orientation, remains calm under pressure and has a positive, can-do attitude with a sense of humor
Outstanding interpersonal and communication skills, both verbal and written
Typical work schedule is 8:00 am – 5:00 pm with flexibility and overtime as necessary; although this position is not “on call”, occasional off-hours support for urgent matters may be required
The firm’s current hybrid working policy is minimum 3 days per week in office
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 r ace, 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 GMWTalentOperations@wellington.com .
At Wellington Management, our approach to compensation is designed to help us attract, inspire and retain the best talent in our industry. We strive to pay employees fairly and competitively across all levels and roles. Our approach to compensation considers all aspects of total compensation; all employees are eligible to receive salary, variable compensation, and benefits. The base salary range for this position is:
USD 55,000 - 100,000
This range takes into account the wide range of factors that are considered when making compensation decisions, including but not limited to skill sets; role; skills and experience; certifications; and education. This range is an estimate, and further details on salary and total compensation aspects will be shared with candidates during the recruitment process.
Base salary is only one component of Wellington’s total compensation approach. Other rewards may include a discretionary Corporate Bonus and/ or Incentives, if eligible. In addition, we offer a comprehensive and high value benefit package to meet the unique needs of our employees and their families, and we are committed to fostering a flexible work environment that enables employees to thrive personally and professionally. Examples of our benefits include retirement plan, health and wellbeing, dental, vision, and pharmacy coverage, health savings account, flexible spending accounts and commuter program, employee assistance program, life and disability insurance, adoption assistance, back-up childcare, tuition/CFA reimbursement and paid time off (leave of absence, paid holidays, volunteer, sick and vacation time)
Tracing our history to 1928, Wellington Management is one of the world’s largest independent investment management firms. We serve as a trusted adviser to clients in over 60 countries, visit our website to see our assets under management. Our innovative investment solutions are built on the strength of proprietary, independent research and span nearly all segments of the global capital markets, including equity, fixed income, multi-asset, and alternative strategies. As a private partnership whose sole business is investment management, our long-term views and interests are aligned with those of our clients. We are committed to attracting a talented and diverse workforce, and to fostering an open, collaborative culture of inclusivity because we believe multiple perspectives lead to more informed investment and business decisions. As an Equal Opportunity Employer, we welcome people with diverse life experiences, fresh ideas, and specialized subject-matter expertise.
For more information, please visit https://www.wellington.com/en/ (https://www.wellington.com/en/about-us)