Associate, Professional Advisor Relations

The Boston Foundation•Boston, MA

24d•$60,000 - $62,000•Hybrid

About The Position

Professional Advisor Relations at the Boston Foundation focuses on partnering with trusted advisors to help them meet the philanthropic needs of their clients and strengthen high‑impact charitable giving across Greater Boston. The Associate, Professional Advisor Relations plays a critical role by providing essential administrative, operational, and coordination support to advance The Boston Foundation’s strategy for engaging professional advisors. Reporting to the Senior Director, this role ensures smooth day‑to‑day operations of the Professional Advisor Relations function through maintaining accurate records, preparing materials, supporting communications workflows, organizing events, and facilitating internal collaboration. Success in this role requires strong organizational and administrative skills, attention to detail, discretion, and the ability to manage multiple tasks.

Requirements

College degree or equivalent experience
At least 2 years of office-based administrative work experience.
Solid organization skills and impeccable attention to detail and accuracy
Excellent written and verbal skills and Strong customer service orientation
Excellent writing, proofreading and editing skills
Strong knowledge of Microsoft Office products - especially Word, Excel, Outlook and Power Point
Database experience, especially Salesforce strongly preferred
Excellent data management and reporting skills
Professional and mature interpersonal work style, ability to interact well with a diverse range of people
Ability to adjust work activity to various management styles
Ability to make decisions regarding organizing own workload and managing multiple tasks
Must be independent, proactive and able to work under the pressure of tight deadlines
Participatory work style; team player
Ability to give and receive feedback
Willingness and ability to work outside the regularly scheduled work day as needed
Strong goal orientation with flexibility to adapt to changing priorities
Willingness and ability to handle confidential information
Ability to work at workstation for long periods of time
Ability to work on site and/or remotely, as required
Ability to use a keyboard for extended periods of time

Nice To Haves

Knowledge of non-profit administration is a plus

Responsibilities

Manage calendars, scheduling, travel coordination, and expense reporting for the Senior Director
Prepare agendas, compile meeting materials, take detailed notes, and track follow-up‑ actions for internal and external meetings
Maintain organized digital files, shared drives, and administrative systems to ensure easy access to key documents.
Assist with coordination and documentation of outreach, meetings, and relationship building efforts with wealth managers, attorneys, accountants, family offices, and other professional advisors
Prepare briefing documents, background summaries, and follow-up correspondence
Conduct basic research to support prospecting and advisor identification
Track and document referral activity and related data to ensure accurate reporting.
Coordinate production and distribution of advisor facing communications, including event invitations, email updates, and collateral materials
Assist with proofreading, formatting, and ensuring brand consistency across materials
Monitor inboxes, inquiries, and communications workflows to support timely responses
Maintain updated advisor contact lists and support CRM data hygiene for marketing communications.
Lead administrative coordination for advisor focused events, including scheduling, invitations, RSVPs, materials preparation, and day of logistics
Maintain detailed event timelines and task lists to ensure smooth execution
Serve as on‑site support for events, including occasional early morning or evening commitments
Support venue coordination, catering arrangements, and technology setup in partnership with internal teams.
Maintain accurate and up to date records of advisor interactions in Salesforce and related systems
Run routine reports to support tracking engagement activity and referrals
Ensure data integrity by following established procedures and collaborating with database administration colleagues
Support preparation of internal dashboards or summaries that inform departmental planning.
Work closely with teams across Philanthropy, Marketing & Communications, Finance, and Events to ensure seamless administrative and operational support
Serve as a key contact for internal coordination to ensure consistent preparation, communication, and follow through
Provide support to the Senior Director, Planned Giving, as needed, with a focus on tasks associated with cultivating professional advisors as a referral source
Contribute to special projects, process improvements, and department wide initiatives as assigned