Senior Executive Assistant

Fidelity will not provide immigration sponsorship for this position.

Admin Support and Expense Processor

As a member of the Fidelity Institutional Central Administrative Team, you will provide administrative support for the Institutional Client Group and work as part of the Expense Processing Team. In this role, you frequently will be called upon to use your interpersonal skills as you support your team's daily initiatives and directly interact with business partners. You will be asked to prioritize multiple tasks simultaneously and serve as the focal point of a multi-layered, fast-paced business environment. Your responsibilities include:

ICG Administrative Support (50%):

• Use your interpersonal skills as you support your team's daily initiatives and directly interact with business partners
• You will be asked to prioritize multiple tasks simultaneously and serve as the focal point of a multi-layered, fast-paced business environment
• Maintain team files, databases, and internal communication tools
• Support client and prospect engagement through timely coordination of materials and follow-ups
• Submit publishing requests and MEP (Meeting Event Planning) requests received in shared inbox.
• Ad-hoc project requests

• Provide backup support to other ICG Admin Team members

Expense Processing Specialist (50%)

• Receive, review, and process expense reports and invoices from employees and vendors, ensuring accuracy, completeness, and validity of supporting documents and approvals
• Verify expense report and invoice amounts, account codes, payment methods, and other relevant information

• Resolve any discrepancies or issues with expense reports and invoices, communicating with employees, vendors, and managers as needed
• Enter expense report data in the concur expense reporting system ensuring proper coding of expenses
• Enter invoices into the Ariba accounting system, ensuring allocation of costs to proper General Ledger codes
• Reconcile expense report and invoice accounts, identifying and correcting any errors or discrepancies
• Maintain and update expense report and invoice records, files, and reports, following company policies and procedures
• Provide excellent customer service to employees and vendors, answering inquiries and resolving issues in a timely and professional manner

• Perform other duties as assigned by the Manager to assist the Admin Team

The Expertise and Skills You Bring

• Bachelor's degree is strongly preferred, but not required
• 5+ years of senior executive admin experience
• Effectively work in a high volume, fast-pace environment, balancing multiple priorities
• Self-starter with a sense of ownership who has the initiative to proactively identify and resolve issues and know when to seek clarification or assistance
• Have the ability to exercise extreme sensitivity, discretion, and judgment
• You are a great teammate who develops strong working relationships with colleagues across the company while being flexible and willing to adapt to different work styles, preferences, and frequently changing priorities
• Desire to continuously learn, develop new skills, and grow professionally.
• Excellent written and verbal communication skills, including experience drafting and editing professional correspondence and presentations.
• Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

Note: This role is part of an admin model and support assignments can shift as business needs change. 

Fidelity’s Onsite Working Model
Fidelity is transitioning to a full-time onsite working model through a phased rollout across regions and roles. Currently, some roles and locations require 100% onsite presence, while others require less. Onsite expectations are likely to evolve as the rollout continues. This transition does not apply to fully remote roles.

Placement in the range will vary based on job responsibilities and scope, geographic location, candidate’s relevant experience, and other factors.

Base salary is only part of the total compensation package. Depending on the position and eligibility requirements, the offer package may also include bonus or other variable compensation.   

We offer a wide range of benefits to meet your evolving needs and help you live your best life at work and at home.  These benefits include comprehensive health care coverage and emotional well-being support, market-leading retirement, generous paid time off and parental leave, charitable giving employee match program, and educational assistance including student loan repayment, tuition reimbursement, and learning resources to develop your career.  Note, the application window closes when the position is filled or unposted.

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.