Executive Assistant, Chief Operating Officer

Overview

Harbour Vest is an equal opportunity employer. This position is a hybrid work arrangement. You will receive 18 remote workdays per quarter to use at your discretion, subject to manager approval. For example, you may choose to work in the office 4 days per week and take one remote day weekly (typically 13 weeks per quarter), leaving 5 additional remote days to be used as needed.

Join our team at Harbour Vest Advisers L.P. as an Executive Assistant to the COO and play a pivotal role in supporting our extraordinary operations. This is an outstanding opportunity to work closely with our Chief Operating Officer and make a significant impact on our bold goals!

• Coordinate the COO’s calendar by forecasting commitments and identifying potential scheduling conflicts
• Plan and prepare for key meetings by crafting agendas and coordinating logistics
• 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 to provide a seamless meeting experience
• Work closely with the EA to the CEO and the Executive Leadership Team to provide unified support
• Serve as a backup for the EA to the CEO and perform other administrative tasks as needed

• Experienced in supporting senior executives in a fast-paced environment
• Exceptionally organized and diligent
• Proactive in anticipating needs and solving problems
• Skilled in managing intricate schedules across global time zones
• An excellent communicator with strong written and verbal skills
• Able to exercise good judgment and discretion

• Demonstrated experience supporting a senior executive (c-suite or equivalent) with strong ownership of calendar and meeting operations
• Proven capability to manage complex schedules and harmonize priorities with other executive assistants and leadership collaborators
• Outstanding coordination abilities, including the capacity to prioritize tasks simultaneously and stay calm under time constraints
• Strong written communication skills for preparing clear agendas, invitations, and logistical notes
• Proficiency with Microsoft Office, Microsoft Teams, Concur, Salesforce, and a willingness to embrace new technologies including AI
• High degree of integrity, discretion, and good judgment in handling sensitive information
• Ability to anticipate needs, identify risks early, and solve problems quickly and independently

• B.A. or B.S. degree or equivalent experience

• 15-20+ years administrative experience in Investment Management or Financial Services preferred

Base Salary Range $ - $

This USD base salary range represents only one component of total compensation for this role and is provided in accordance with local requirements. This role is eligible for a discretionary annual bonus, which is determined based on individual and overall firm performance. In addition to salary and bonus, total compensation may include eligibility for long-term reward programs and a comprehensive total rewards package that may include retirement, health, insurance, paid time off, and wellness programs.

Our total rewards offerings are influenced by several business factors, and eligibility for certain components will vary by position and geography. Please note the posted ranges do not apply outside the U.S. and should not be converted to other currencies as a proxy for compensation in other countries.

This position is non-exempt and therefore eligible for the payment of overtime.