Administrative Assistant

Company Background

TA is a leading global private equity firm focused on scaling growth in profitable, high-quality companies. Investing as either a majority or minority investor, we work collaboratively with founders and management teams at our portfolio companies to help accelerate growth and deliver lasting shareholder value. To date, TA has invested in more than 560 companies across our five target industries – technology, healthcare, financial services, consumer and business services. We believe that our deep sector knowledge, investment experience and strategic value-add capabilities provide the firm with an edge in identifying and creating value for our companies. Our global team of more than 300 employees, which includes over 170 experienced investment professionals, Strategic Resource Group and Capital Markets Group team members, are based in Boston, Menlo Park, Austin, London, Mumbai, and Hong Kong. Since TA’s founding in 1968, the firm has raised $65 billion in capital. More information about TA can be found at www.ta.com.

Position Overview:

This Assistant will provide administrative support to TA’s Events and Communications Teams. This person will have a high degree of organization, flexibility, polish and reliability. This position requires excellent judgement to properly prioritize multiple, and potentially competing demands, in a fast-paced and rapidly growing environment. The Assistant must have strong attention to detail and a focus on high-quality and timely delivery of their responsibilities with minimal oversight.

Administrative Responsibilities

• Schedule meetings/calls using Outlook and Zoom, including arranging conference rooms, equipment, refreshments and other logistics, as needed
• Book travel arrangements including flight reservations, hotel accommodations, car service, etc. (domestic & international)
• Submit and track important and sensitive documents in coordination with legal and compliance protocols (contracts, addendums, NDAs, etc.)
• Maintain inventory for both teams
• Track and distribute TA branded supplies, stationery and gifts to TA offices and outside parties
• Manage general office duties – copying, scanning, filing, coordinating visitors, as needed
• Process high volume of invoices and reimbursements, interfacing directly with external vendors and internally with the TA Corporate and Fund Finance teams; maintain team's budget tracking
• Set up new vendors in the TA payment system and maintain database of payment records
• Track payment schedules for all contracts / add to calendar for team members
• Manage expense reports for all Communications and Events team members

Team-Specific Support

EVENTS:

• Printing of event materials for firmwide events (e.g., name badges, tent cards, escort cards)
• Mailbox management for shared TA Events email address, ensuring inquiries are responded to within 24 hours and emails are filed and organized
• Manage packing, shipping and courier for all events and limited pre-event setup

COMMUNICATIONS:

• Save, organize, and track Communications collateral (press releases, announcements, presentations, visual assets), including drafts, feedback, and approvals in coordination with Compliance
• Maintain Firm’s database of visual assets, including headshots, photography and video content
• Support TA intranet maintenance, including posting approved materials, organizing content, and archiving items
• Off-hours assistance and ad hoc projects as needed

Job Qualifications and Characteristics of an Outstanding Performer:

• Bachelor’s degree with strong academic credentials
• 2+ years of relevant post-undergraduate experience
• Proficiency in Microsoft Office suite, particularly Excel and PowerPoint
• Understanding of financial services and/or alternative asset management industry is a plus
• Strong writing, verbal and in-person communication skills
• Ability and willingness to learn and effectively utilize new skills and technology
• Highly organized and detail-oriented, with the ability to plan and manage tasks with minimal oversight
• A self-starter with a positive attitude, strong work ethic and entrepreneurial drive that can work autonomously and collaboratively
• Demonstrated commitment to team camaraderie and engagement
• Personal characteristics of warmth, maturity, integrity, collegiality and self-confidence