Executive assistant

Job Description:

Job Description

The Workplace Investing Financial Operations Executive Assistant will support several senior leaders with regard to daily activities, travel and offsite planning and support for the Fidelity Management Trust Company (“FMTC”). This role reports to the Head of Financial Operations and will work closely with colleagues across Client and Participant Services. The administrative staff at Fidelity plays a vital role in the company's success, and the individuals serving in these positions are recognized by their colleagues as key members of the team.

Primary Responsibilities

• Exercise utmost sensitivity, discretion, judgment, tact, and diplomacy in handling assignments that are often confidential and sophisticated in nature.

• Effectively interact with senior leadership and associates at all levels both in person and via remote technology.
  • Manage senior leader calendars using Microsoft Office, including scheduling, pro-actively communicating “need to know” info and asking clarifying questions to effectively address requests & conflicts.
  • Support FMTC, including preparation for in-person and virtual FMTC Board Meetings, regulatory reviews, record retention, grant payments, process & procedure documentation and coordination with FMR Board Team.
  • Arrange travel, including expense report preparation, as needed for FinOps leaders and FMTC Independent Directors.
• Planning associate activities and events, including site visits and offsites, with meeting room reservations, catering, agendas, and collection/distribution of meetings materials
• Creating and updating Microsoft PowerPoint presentations, Word documents and Excel spreadsheets.
• Influencing real estate space planning and ordering office supplies / bereavement gifts
• Delivering support by performing other ad hoc, project related duties as required.

Qualifications

• Bachelor’s Degree is strongly preferred
• Experience with MS Office, including Microsoft Word, Excel, PowerPoint and Outlook
• Intellectual Curiosity and Ability to learn new programs as needed

Skills/Knowledge

• Excellent with written & verbal communication, collaboration, prioritization and organizational skills.
• Ability to quickly pivot from strategic to tactical thinking with a focus on delivering accurate and timely outcomes in a fast-paced operations environment.

• Meticulous with the proven track record to effectively manage your time and strong sense of ownership
• Ability to work both autonomously and in a team environment as a flexible teammate.

Certifications:

Category:

Administration

Most roles at Fidelity are Hybrid, requiring associates to work onsite every other week (all business days, M-F) in a Fidelity office. This does not apply to Remote or fully Onsite roles.

Please be advised that Fidelity’s business is governed by the provisions of the Securities Exchange Act of 1934, the Investment Advisers Act of 1940, the Investment Company Act of 1940, ERISA, numerous state laws governing securities, investment and retirement-related financial activities and the rules and regulations of numerous self-regulatory organizations, including FINRA, among others. Those laws and regulations may restrict Fidelity from hiring and/or associating with individuals with certain Criminal Histories.