Executive Assistant, Chief Operating Officer

Overview

Harbour Vest is seeking an Executive Assistant to support the Chief Operating Officer. The role is hybrid, offering 18 remote workdays per quarter with manager approval.

• Coordinate the COO’s calendar, forecasting commitments and resolving conflicts.
• Plan and prepare for key meetings: create agendas, coordinate logistics, and manage invitations.
• Send and manage meeting invitations, confirm participants, and adjust schedules as priorities shift.
• Reserve and manage conference rooms, ensuring all logistical needs are met.
• Arrange catering and on-site logistics for a seamless meeting experience.
• Collaborate with the Executive Assistant to the CEO and the Executive Leadership Team to provide unified support.
• Serve as backup for the EA to the CEO and perform other administrative tasks as needed.

• 15‑20+ years of administrative experience, ideally in Investment Management or Financial Services.
• Demonstrated experience supporting senior executives, managing complex schedules across global time zones.
• Exceptional organization, diligence, and proactive problem solving.
• Strong written and verbal communication skills, with ability to prepare clear agendas and notes.
• Proficient in Microsoft Office, Teams, Concur, Salesforce, and comfortable learning new technologies.
• High degree of integrity, discretion, and good judgment handling sensitive information.
• Ability to anticipate needs, identify risks early, and solve problems independently.
• B.A. or B.S. degree or equivalent experience preferred.

Base salary range: $ – $ (USD). The role is eligible for a discretionary annual bonus based on individual and firm performance. Total compensation may include eligibility for long‑term reward programs and a comprehensive rewards package that can include retirement, health insurance, paid time off, and wellness programs.

Harbour Vest is an equal opportunity employer. This position is non‑exempt and eligible for overtime pay.