Job Summary

Office Administrator Job

  • Location:
    Boston , Massachusetts
  • Category:
    Accounting (non-IT)
  • Contract Type:
  • Job reference:

The Senior administrative support analyst job  is responsible for supporting the firms institutional sales and relationship management team in the US & Latin America, performing a wide range of administrative tasks, project management and other distribution services related duties.
Responsibilities Include:

  • Support a global  institutional sales and relationship management team by assisting their efforts in cultivating relationships with prospects and clients as directed.
  • Make travel arrangements for department staff and process related expenses reports.
  • Track expenses and invoices and ensure payments are coded to the appropriate account.
  • Responsible for calendar management of senior members of the team.
  • Schedule appointments and meetings for department personnel.
  • Arrange conference rooms, catering and technical set-up (VC and Audio) for large and small internal and external meetings in accordance with company policies.
  • Organize and attend meetings and act as recorder of the proceedings. Coordinate follow-up actions.
  • Ensure effective processes are in place for maintaining, filing, updating and access of team policies/manuals.
  • Answer multi-line telephone, take messages and refer calls as appropriate. Independently respond to questions and situations which arise during manager’s absence using discretion and judgment based on knowledge of business activities.
  • General administrative support for department including photocopying, mail handling, facilitating resolution of IT problems, filing system, maintaining office supplies.
  • Backup reception duties.
  • Partner with local marketing teams to assist in distribution related projects such as direct mail marketing campaigns and conference planning needs
  • Analyze business processes and collaborate with Distribution and management to identify opportunities to streamline processes and measure results of activities including producing pipeline and key metrics reports.
  • Ensure the effective on-boarding and off-boarding process of team members. This includes the set-up of all technology needs, training of required software and applications, review of internal procedures and policies, introductions to colleagues, presentation of investment and organizational overview materials, serving as a key resource for all questions and issues.


  • Bachelor’s degree preferred. Preferably in business, finance, marketing, economics or related discipline.
  • 1-2 years of related work experience.
  • Proven self-starter with the ability to work both independently and on a team in a fast paced environment.

  • Strong interpersonal and communication skills, both verbal and written.
  • Must be able to set priorities, handle multiple tasks, meet deadlines, gather and consolidate data from various areas of the company.
  • Excellent organization and time management skills in order to meet competing demands.
  • Flexible and adaptable to rapidly changing priorities and the ability to handle confidential information
  • Excellent PC skills; experience in Microsoft Office Suite (including Word, Excel, PowerPoint) and experience with is preferred


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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Equal employment opportunity information:
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