The ideal candidate will possess a high degree of professionalism, have the ability to manage multiple projects simultaneously, work effectively under pressure of deadlines and exhibit a strong knowledge of organizational procedure.
General responsibilities will focus on providing high level and proactive administrative support to the Treasurer of FI/AA, Deputy Treasurers, FMR Co. Treasury Department and their direct reports including but not limited to the following key functional areas:
Calendar Management and Administrative Support
Proactively manage Outlook calendar by scheduling and coordinating various types of meetings. Successfully manage incoming calls in a prompt and customer service oriented manner. Edit and proof memos and written correspondence. Coordinate travel arrangements. Take a proactive role in managing filing, business correspondence, reports, faxes, mail, etc. Manage the departmental properties requests and move activity. Participate in the creation of reports, special projects and other administrative duties as required.
Management of Travel and Expense Reports
Process Treasurer, Deputy Treasurers and their direct reports expense reports immediately upon receipt and follow-up on payment status. This includes making sure that expense reports are accurate; all receipts are accounted for, interfacing with accounts payable to clarify issues and resolving problems.
Communications with Audit Firms
Prepare, circulate for appropriate signatures and provide to the funds’ audit firms management representations and internal legal letters for each annual and selected semiannual reporting period. Such process involves compilation of letters for each firm as of the initial certification/opinion date within a monthly cycle, creation of tailored updates for subsequent certification and/or N-1a filing dates within the cycle, coordination with Legal and FPCMS in obtaining appropriate signatures and providing all letters to respective audit firms on a timely basis.
Preparation for Board meetings
Coordinate the Treasurer’s Office responsibilities for board meetings including planning meeting and other meetings associated with the monthly board meetings. Correspond, as necessary, with board members. Organize and assist in the completion of board memos.
Create and modify FMR Co. Board of Trustee and Team Meeting presentation templates which may include importing information from various MS Office applications (i.e., importing graphs from Excel into PowerPoint). This includes data gathering, data manipulation and fact checking.
High attention to detail
Excellent follow-through skills
Excellent organizational skills
Outstanding multitasking skills; must be able to be presented with multiple priorities and make appropriate choices to effectively complete all tasks within specified time frames
Strong Microsoft Outlook, Excel, Word and PowerPoint skills
Strong written and verbal communication skills Effective time management skills and ability to work under deadline pressure
Creative thinker – ability to look at problems and current support systems and recognize effective ways to change and improve efficiency of the work flow and completion of tasks
Maturity to make good business decisions
Ability to work effectively and efficiently in a distracting and ever-changing environment
Proven track record in adding value to a team environment and fostering camaraderie
5+ years experience supporting a high level executive
Education level – Bachelor’s degree preferred; secretarial school a plus
Administrative Assistant & Executive Secretary
Associate's Degree/College Diploma (±13 years)
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