Executive Assistant

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 3 days minimum per week in the office.

The Company

The role will involve working for multiple team members at varying levels of seniority in the Zurich based EMEA Investor Relations Team and Private Client Group. The function of this role is to support the Investor Relations team and providing ad-hoc support, working with our CRM system Salesforce, assisting in Office Management and the administrational support to the Managing Director and the wider team. Please note, we are looking for a fluent German speaker.

The ideal candidate is someone who is:

• Able to work independently as well as part of a team.

• Highly motivated, organized and detail oriented.

• Proficient in MS Outlook, Word, Excel, PowerPoint. Desired knowledge of CRM tools (ideally Salesforce and Seismic) and expense tool Concur.

• A problem solver with a can do and positive attitude.

• A willingness to adopt the company culture and an open mindedness to show interest in broader opportunities for development within the firm.

• Fluent German speaker.
   

What you will do:

Investor Relations Support

• Daily use of our CRM system Salesforce – ability to edit and manipulate data, maintaining and updating data regularly to ensure integrity.

• Marketing production assistance; pull presentations from standard software tool.

• Ad hoc support with IR projects.
   

Assisting Office Management

Co-operation with the Office Manager of the Frankfurt and Zurich offices in the areas of:

• Maintenance of service provider contracts and relationships.

• Implementation of efficient administrational workflows in the new Zurich office.

• Provide additional support or coordination of internal and external marketing events, client events and internal roadshows.

• Responsibility for office and kitchen supply inventory.

• Attendance of visitors and guests.
   

Administrative Support

• Support diaries to the Managing Director and across team members within the Zurich based EMEA Investor Relations team and Private Client Group, managing internal and external meeting co-ordination. Including scheduling across multiple time zones.

• Booking domestic and international travel (via agent).

• Expense consolidation (Concur) and allocation to appropriate funds.
   

What you bring:

• A friendly, diplomatic and personable approach when interacting with colleagues at all levels.

• Exceptionally well organized and the ability to prioritize and manage multiple tasks simultaneously.

• Ability to work to short deadlines.

• Strong communication skills amongst colleagues at all levels of the organisation and clients, both written and verbally.
   

Education Preferred:

• Bachelor's degree or equivalent

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

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

Experience:

• 5+ years’ EA experience working within the asset management or finance.

• Experience supporting multiple people, managing a varied task list and adhering to deadlines.

• Comfortable with international travel arrangements.

• Ability to work across multiple time zones.

• Experience using Salesforce and Concur (desired but not essential) and proficient in MS Outlook, Word, Excel and PowerPoint.