Community Investments Senior Administrative Assistant
We foster a culture of entrepreneurialism, where all employees are empowered and encouraged to develop themselves and their ideas. Our culture centers on our shared IDEALS, the core characteristics of who we aspire to be as employees and an organization.
Loomis Sayles is committed to the continual improvement of our performance, processes and people. As part of this commitment, we are looking to hire an enthusiastic and passionate candidate, eager to contribute to our continued success through the following employment opportunity:
About the Role
The Community Investments team seeks a hardworking, versatile Senior Administrative Assistant with proven organizational skills, excellent communication and people skills, and ability to multitask while maintaining a high level of professionalism, attention to detail and ability to follow through on tasks to completion. This role will help support Loomis Sayles’ charitable giving, employee engagement, and the Undergraduate Summer Internship Development (USID) program.
About the Team
The Community Investments team at Loomis Sayles partners with and provides support to non-profit organizations that work with children & families in the communities where we work and live, engages employees in becoming active participants in their communities through volunteering and matching personal philanthropy and sponsors the programs focused on increasing diversity of those underrepresented in the investment management business, like the USID program.
Job Responsibilities
Administrative Responsibilities
- Provide administrative support, including composing and editing correspondence, answering and directing telephone calls, coordinating meetings or calls, processing expenses, making travel arrangements, organizing conference registrations, assisting with periodic mailings, and taking meeting notes
- Utilize project management software (Wrike) to direct and update the workflow of the team’s programs, projects, events and administrative tasks
- Oversee calendar management for the Director for internal and external meetings as well as calendar management for external partners
- Work with the finance department to manage and track invoices, expenses and checks for the team and the accompanying correspondence and documentation
- Assist with the creation and maintenance of team documents and presentations
- Manage and maintain contacts of nonprofit partners and accompanying records of correspondence, reporting and donations
- Work independently and exercise judgment in dealing with internal and external parties
- Assume responsibility for special projects and additional responsibilities as assigned
Engagement Responsibilities
- Assist in the organization of internal and external events including room booking, catering, calendar management and organizing technology needs
- Manage sign-ups, waiver collection, volunteer communications, and ordering supplies for volunteer events
- Attend Boston-based volunteer events to aid volunteers and nonprofit partners with day of logistics
- Assist in the management of the employee charitable giving and grants platform, Loomis Serves, by reviewing matching gift and volunteer time off requests and compiling monthly reports
- Work with global communications by taking photos during engagement opportunities, assisting with creating social media posts and press releases
USID Responsibilities
- Provide administrative support for the USID program during the recruitment process by communicating with partners, reviewing applications, scheduling interviews, and providing accompanying materials for candidates
- Manage pre-program logistics including scheduling content sessions, communicating with facilitators, coordinating technology needs, securing housing, and working with internal departments on collaborative projects
- Lead day-to-day logistics of USID such as room and technology set up, catering, ordering supplies, and corresponding with session facilitators
- Support wrap-up of the program by compiling feedback and data
- Assist HR in onboarding and offboarding of interns
Qualifications & Education Requirements
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- Bachelor’s degree or equivalent experience and four or more years’ of relevant work experience
- Proficiency with computer applications (Word, Excel, PowerPoint)
- Experience with Benevity a plus but not required
- Passion for mission driven work and being active in the communities where we work and live
- Exceptional communication skills – both verbal and written
- Superior attention to detail and organizational skills, making sure that work is done correctly, completely and to the highest standards
- Works effectively in situations without clear rules, procedures or boundaries and implements a needed solution without waiting for direction
- Ability to quickly grasp new routines and develop sound action plans to promote efficiency within the team.
- Capacity to handle multiple tasks simultaneously with ease
- Flexibility and willingness to work outside hours when necessary for events
- Trustworthy and able to responsibly manage confidential information
- Collaborates effectively with peers and builds strong, positive working relationships
EEOC and Diversity Statement
Loomis Sayles is deeply committed to building a diverse and inclusive workforce in which talented individuals can realize their full potential and contribute to our growth and success. Please consider applying for this role even if your work history and skillset doesn’t completely match the job description. We believe creativity, tenacity and humility are as valuable as specific skills that can be practiced and perfected on the job.
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, creed, color, gender, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.
Other details
- Job Family Administration
- Job Function Administration
- Pay Type Salary
- 1 Financial Center, Boston, MA 02111, USA