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 role will be to provide comprehensive support to the current 5 staff in the Sydney serviced office by Circular Quay, including by performing a broad range of administrative and secretarial tasks. There may also be some office manager duties as the size of the office develops.
- Self-motivated and proactive, willing to work independently and find ways to assist the Sydney team
- Able to think laterally and take ownership of the role and duties
- Organised and able to run the diaries and travel plans of the team, including any overseas requirements
- Able to update and complete timely internal paperwork, such as expense reimbursements, client contact entries and meeting file note submissions
- Able to provide other administrative support in a small mostly self-sufficient office
- Competent in some office managerial roles, as our office space grows in time

What you will do:
Travel:

- Arrange logistics according to staff's plan and requirements
- Ensure staff has valid travel documents (i.e. passports & visas)
- Prepare approval request with available options for airfare, hotel, and car arrangement (when applicable)
- Arrange & re-confirm meetings
- Prepare detailed trip agenda
- Make necessary changes & updates while the staff is traveling
- Confirm necessary materials are prepared for meetings
- Verify travel cost on invoices

Expense reimbursements:

- Create reports for expenses incurred from trips, client meetings, or for general operational purposes (e.g. event attendance; late work)
- Retrieve details from database (e.g. Efront, HarbourView, etc.) as supporting documents in expense reports

Contacts:

- Update / verify existing contact information

Other administrative support:

- Manage staff’s diaries to ensure all appointments are in place
- Provide all-around support to ensure all internal or external meetings are well-organized
- Arrange staff calls (video or audio) and meetings with different HVP offices and ensure all required equipment is set up to facilitate the meetings
- Coordinate with overseas assistants to arrange logistics for their executives visiting in Asia
- Provide assistance at office events and activities (e.g. team offsite, corporate volunteering)
- Register for event participations
- Add contacts, events, meeting notes/materials to database system incl. Efront, Salesforce, etc.
- Inform and update HR of any changes to investment staff's status
- Prepare information and verify invoices before submitting to accounts to arrange payments/reimbursements
- Scan, print & bind meeting / presentation materials
- Manage and maintain office devices (e.g. printer)
- Assist with maintaining and updating internal spreadsheets and SharePoint (e.g. meeting and client request tracker)

And other responsibilities as required. We are a small office and require someone with a can-do attitude who will step in and assist other team members where required.

What you bring:

- Ability to work independently as well as part of a team
- Excellent communication skills
- Ability to prioritize

Education Preferred
- High School (HS)
- Advanced degree or equivalent experience

Experience
- 5-8 years executive assistant experience preferred

LI-Hybrid