Executive Assistant – Primary Full Time NEW

For over forty years, HarbourVest has been home to a committed team of professionals with an entrepreneurial spirit and a desire to deliver impactful solutions to our clients and investing partners. As our global firm grows, we continue to add individuals who seek a collaborative, open-door culture that values diversity and innovative thinking.

In our collegial environment that’s marked by low turnover and high energy, you’ll be inspired to grow and thrive. Here, you will be encouraged to build on your strengths and acquire new skills and experiences.

We are committed to fostering an environment of inclusion that promotes mutual respect among all employees. Understanding and valuing these differences optimizes the potential of both the individual and the firm.

HarbourVest is an equal opportunity employer.

This role operates under HarbourVest’s EMEA hybrid work model, which is anchored in regular in‑office collaboration while providing structured flexibility. Team members are typically office‑based and are allocated a defined number of remote working days each quarter, which can be used subject to business needs and manager approval. This framework is designed to balance meaningful in‑person engagement with the ability to work remotely in a controlled, transparent way.

The ideal candidate is someone who is:

• Able to work independently as well as part of a team.
• Self-motivated and proactive. A dedicated approach to learning new systems, tools and processes.
• Meticulous attention to detail.
• Able to support several leaders with very different personalities and workstyles.
• Proficient in MS Outlook, Word, Excel, PowerPoint.
• Will need to have or develop proficiency with CRM tools (DealCloud) and expense tool Concur.
• A problem solver with a can do and positive demeanor.
• Someone who takes pride in their work and addresses shortcomings pro-actively.
• A willingness to adopt the company culture, be engaged in team activities and curiosity about broader opportunities for development within the firm.
• Extremely confident in booking meetings across different time-zones and comfortable making last minute changes, that my be hectic with calendar availability.
• Works well with other EAs.

What you will do:

Investment and Client Engagement:

• Daily use of our CRM system DealCloud/Salesforce – ability to edit and manipulate data, maintaining and updating data regularly to ensure integrity.
• Log new investment opportunities into CRM and coordinate with deal teams to make sure meetings (dates) and meeting notes are logged into DealCloud or Salesforce accordingly.

Diary Management:

• High-level diary management across team members, leading internal and external meeting co-ordination. Including scheduling across multiple time zones.
• Full responsibility of keeping on top of all Primary company-wide meetings. Checking-in with MDs availabilities of these meetings monthly and making amendments when needed to accommodate scheduling conflicts.
• Booking intensive and sophisticated domestic and international travel (via booking platform or via agent), multi-leg roadshows and conference trips. Handling all visa and documentation requirements.
• Ad-hoc support with personal tasks and travel.
• Logistics and planning for conference attendance.

Administrative Support:

• General admin support to wider team where required and support alongside other EA on team.
• Expense consolidation (Concur) and allocation to appropriate funds.
• Document processing and invoicing work.
• Coordinate team events and outings.
• Organising weekly Primary team lunches.
• Provide cover for other Executive Assistant in the team (where needed).
• And other responsibilities as required.

What you bring:

• A friendly, respectful, and personable approach.
• Especially well organized with the ability to prioritize and handle multiple tasks simultaneously.
• Ability to handle large volumes of work with a quick turnaround during busy periods.
• Strong, professional communication skills (both written and verbal) and the ability to manage internal communications across teams.
• And other responsibilities as required.

Education Preferred:

• Bachelor’s degree or equivalent experience.

Experience:

• 5+ years’ EA experience working within the asset management or broader financial industry.
• Experience supporting multiple people, handling a varied task list and adhering to deadlines.
• Comfortable with international travel arrangements.
• Ability to work across multiple time zones.
• Experience using Salesforce, DealCloud and Concur and proficient in MS Outlook, Word, Excel and PowerPoint.