Community Investments Senior Administrative Assistant

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