Private Equity Administrative Assistant

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AEW is seeking an Administrative Assistant for a large team of real estate investment professionals (executive-level support for two portfolio managers and seven asset managers; limited clerical/administrative support for an additional 17 associates). The job is a great mix of reactive (responding to team requests) and proactive (anticipating needs and providing materials/ support/ service accordingly).

Responsibilities

  • Triage and respond to internal and external requests with a positive and professional attitude.
  • Format client reporting for design consistency under tight deadlines.
  • Troubleshoot technical and formatting problems in Microsoft Word, Excel, PowerPoint, and Publisher for team members.
  • Provide support for large initiatives (such as deploying new software or reporting templates); planning, managing the process toward deadlines, and communicating progress to team members.
  • Coordinate execution of legal documents across departments in Boston and with our LA office.
  • Work with other department Administrative Assistants to share best practices and ensure consistency in client reporting.
  • Prepare correspondence and presentation materials based on general or specific instructions and data provided by team members.
  • Organize heavy meeting schedules, extensive travel arrangements including off-site meetings and conferences, as well as prepare expense reports.
  • Provide administrative support on special projects.

Skills/Experience Required

  • Work effectively and cooperatively as part of a team.
  • Strong attention to detail, problem solving skills, and written and oral communication skills.
  • Efficient organizational skills.
  • Ability to multitask while managing time effectively and prioritizing competing deadlines.
  • Mastery of a variety of computer software applications, especially Microsoft Word, Excel, PowerPoint, and Publisher.  Familiarity with PDF files is a plus.
  • Discretion in screening telephone calls and appointments as needed.
  • Ability to work independently and anticipate the needs of team members as recurring reporting and project deadlines approach.
  • Sense of ownership over the role and a desire to streamline existing processes and suggest improvements.
  • Willingness to work extended hours when necessary.
  • 3-5 years of experience providing administrative and project support to multiple individuals.

AEW Capital Management is an affirmative action-equal opportunity employer.

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