Executive Assistant

Our client is seeking an Executive Assistant to provide comprehensive administrative support to Partner-level executives, including managing schedules, coordinating travel, handling sensitive information, and assisting with HR-related tasks such as onboarding new staff. The office coordinator duties include maintaining office organization, managing visitor access, ordering supplies, and facilitating event planning for both company and community events. Additionally, the role involves supporting internal communication, coordinating meetings, and managing client relations. This is a hybrid role in Boston Massachusetts with a pay range of $80k - $100k. 


Primary Duties and Responsibilities:
Administrative

• Support multiple Partner-level executives
• Schedule meetings and maintain calendars
• Anticipate scheduling conflicts and prioritize meetings.
• Prepare and reconcile expense reports
•  Coordinate all aspects of travel arrangements for both domestic and international business travel including but not limited to booking flights, hotel and local transportation and arranging passport/visa requirements if necessary
• Manage travel profiles with all personal travel information and preferences
• Correspond independently and professionally with team members and clients
• Handle sensitive/confidential information requiring a high level of discretion
• Develop a good working relationships team members in all levels of staff
• Develop effective relationships with other team members, including clients and their support staff
• Coordinate meeting set-up; audio visual, meeting space and materials
• Performance Advisor Review Meeting Scheduling – during review months, schedule for each Partner and their designee
• Maintain Partner Contacts – add new client contacts as they are flagged by outlook
• Other EA Tasks – manage monthly Partner benefit allotment, facilitate gifts to clients and to staff, communicate with Partners’ significant others (if requested), passport renewal, etc.
•  HR Assistance - Onboarding of interns, new hires, and contractors.

Office Coordinator

• Manage visitor access and employee badge access through building security desk/department
•  Greet visitors, sign for packages, check mail, and create necessary shipments
• Answer phones (low volume)
• Office upkeep – keep clean, mange maintenance requests, water plants, organize files and supply closets
• Facilitate ordering of office supplies – for general office needs, and groceries for the kitchen
• Communicate with vendors and maintain inventory of office supplies
• Coordinate with IT department to maintain inventory of supplies, and filter office requests
• Place catering orders for meetings when needed – for client meetings, employee welcomes, company-wide trainings and staff meetings, monthly SF office staff meetings
• Recognition of employee birthdays, and significant life events
• Event Planning –
  • Summer Intern Events: 3-4 specific outings outside of happy hours, including a day long summer outing
  • Community Service Events: roughly 2-3 per year, as office desires

Location: 

• Boston Hybrid / 3 day WFH policy in place