Executive Assistant - Fidelity Investments : Job Details

Overview The Executive Assistant will play a critical role in ensuring efficient operations and strategic time management for our executive team. This role involves a high level of discretion, excellent communication skills, and the ability to multitask effectively. This role will also lead planning and execution for company events; office moves and all additional special tasks. Company Perks- Health & Wellness: • Comprehensive medical, dental, and vision insurance • Mental health support or Employee Assistance Program • Flexible spending accounts (FSA) or health savings accounts (HSA) • Paid maternity leave or family support programs Duties Executive Support: • Provide high-level administrative support to the Executive/Executive team • Manage calendars, coordinate meetings, schedule appointments, and prepare agendas.. • Draft and manage communications on behalf of the executive team. • Order monthly office orders for Direct Escrow Offices (6). • Manage and order Birthday and Anniversary gifts for all direct employees. • Assist all employees with internal questions and direct them to the appropriate parties. • Use Corporate AMEX for as needed and responsible for monthly expense reports. • Assist Executive and Accounting Department with Annual Employee Bonus Accruals, Monthly Employee Commissions and Company Event Accruals. • Track and report employee headcount. • Maintain Office Directory & update with any new hires/terminations. • Update Corporate Website with any new hires/terminations/headshot updates etc. New Hire Onboarding: • Assist Executive team with recruiting new employees. This includes job posting, phone screening and potential follow-up interviews. • Create offer letters and handle the onboarding process of all new employees. Working with corporate HR to properly onboard new hire before start date. • Request access in IIQ portal for new hire. • Coordinate with IT and new hire Branch Managers for a smooth first day of new employee (adding first day to IT and BM calendars). • Order flowers to arrive on new hire's first day. • Provide new hire their first day emails and provide access to company systems. • Work with Sales Assistant to create signature blocks and order business cards. • Appoint all new Escrow Officers with TDI and Lawyers Title Bond. Event Planning: • Plan and execute internal and external events, including team offsites, executive meetings and company celebrations. • Source and manage vendors (e.g., venues, catering, A/V), track budgets, and handle logistics from start to finish. • Create and maintain event timelines, run-of-show documents, and communication plans. Office Build-Outs & Moves: • Oversee office expansions, renovations, and relocations - including liaising with contractors, vendors, and building management. • Coordinate move logistics, including furniture procurement, IT setup, space planning, and vendor scheduling. • Ensure smooth transitions with minimal disruption to daily operations. • Maintain organization of office inventory, supplies, and physical space post-move. Escrow Support: • Manage Escrow License for all licensed Escrow officers. Remind employees every month if their license expires. Add all newly licensed employees to Lawyers Title TDI Appointment & Lawyers Title Bond. • Manage and complete annual internal audit. • Prepare monthly escrow reports for Executive and meet monthly deadlines. • Run weekly reports to track company performance and communicate performance to employees via email. Education Bachelor's degree Experience Qualifications: • Proven experience as an Executive Assistant, Personal Assistant, or similar role (2+ years preferred). • Ability to anticipate needs, solve problems before they arise, and never say that's not my job . • Flexible, resourceful and thriving in fast-paced environments. • Exceptional organizational and time-management skills. • Strong written and verbal communication skills. • Proficiency in Microsoft Office Suite and other relevant tools (e.g., Google Workspace, Zoom, Teams). • Ability to work independently with minimal supervision (in office role). • High degree of professionalism and integrity.