Senior Administrative Assistant

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CAREERS THAT CHANGE THE WORLD

OUR CULTURE

Cambridge Associates believes culture is central to your success and ours.

We believe in a vibrant, values-driven culture that is supportive, inclusive, and diverse. Here, we celebrate the individual while we support global connectivity.

At CA, collaboration wins, kindness matters, and your success is our priority.

We foster an inclusive and diverse environment that enables all individuals to engage and bring their full selves to work.

THE OPPORTUNITY

The Senior Administrative Assistant will perform a wide variety of administrative functions for an assigned group, which may include Investment Directors, Investment Associates, and department staff.

In addition to standard administrative duties, the Senior Administrative Assistant will take on high-level responsibilities such as conducting research, creating materials, preparing correspondence, and managing special projects.

The role requires excellent judgment, innovative thinking, and a proactive approach to contributing to the team, clients, and the firm.

The Senior Administrative Assistant may also mentor staff and assume leadership roles.

PRINCIPAL DUTIES

• Work closely and effectively with Investment Directors and the Investment Team to keep them well-informed of commitments and responsibilities, addressing conflicts, and following up proactively.
• Extensive calendar management : schedule numerous internal and external meetings, coordinating heavily with internal staff.
• Make complex and detailed travel arrangements using a travel agency and Concur (online travel booking tool).
• Manage multiple tasks with a high degree of efficiency and discretion.
• Support marketing efforts and conduct background and bio research as needed.
• Collaborate with the Catering Manager or OS catering support team to support onsite client and team meetings.
• Provide comprehensive administrative support to several Investment Directors and the Investment Team :
• Create and maintain Box files for the team.
• Schedule conference rooms and provide support for internal and external meetings in Outlook and in person.
• Serve as a virtual support resource for MS Teams, Webex, and Zoom as needed on behalf of the Investment Team.
• Monitor MS Teams channels for team requests.
• Conduct research via CA Home and the Internet.
• Prepare and reconcile timesheets, expense reports, and Amex statements.
• Schedule manager meetings, coordinating with meeting planners.
• Retrieve manager comments, quarterly letters, and factsheets for the Investment Team as needed.
• Maintain client contacts in CRM Dynamics.
• Organize and manage business contacts in Outlook on behalf of Investment Directors.
• Ensure the firm’s standards for formatting are applied to all correspondence, presentations, and materials.
• Prepare materials for yearly conferences and speaking engagements.
• Prepare FedEx labels for shipment.
• Provide coverage for Investment Directors and management staff during administrative team member absences.
• Work closely with the Administrative Manager to mentor and train team members.
• Perform special projects and assume responsibilities as assigned by the Administrative Manager or Practice Management Teams.

QUALIFICATIONS

• 4 or more years of administrative / secretarial experience.
• Advanced knowledge of MS Word, Excel (levels 1 and 2), PowerPoint, and Outlook is required. Experience with Adobe Acrobat is preferred.
• Knowledge of Box, Concur, MS Dynamics, MS Teams, Oracle, and Webex is a plus.
• Proactive approach to problem-solving with strong decision-making capabilities.
• Ability to multi-task and prioritize multiple requests.
• Excellent organizational skills and attention to detail.
• In-depth knowledge of administrative procedures and tools.
• Ability to use resources efficiently and effectively.
• Eagerness to learn and ability to work independently while being a team player.
• Initiative to forge productive cross-team / department relationships with high-frequency touchpoints.
• Excellent writing and proofreading skills with an emphasis on accuracy, spelling, punctuation, and grammar.
• Strong verbal skills with the ability to listen and mentor others.
• Must be able to maintain a high degree of confidentiality.
• Ability to communicate effectively across offices, with clients, and other CA departments, and interact effectively in a service-oriented environment.

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