Executive Assistant

Partners Capital•Boston, MA

23d•$70,000 - $90,000•Onsite

About The Position

We are seeking an Executive Assistant to join our Business Operations Team based in Boston, MA. This individual will provide administrative support to senior team members/executives and share in business operational support responsibilities in Partners Capital’s Boston office. Responsibilities of this individual will include handling day to day calendar and meeting management, expense reporting and travel planning, as well as additional daily and ongoing administrative tasks. As a fast growing, 350+ person company, we are seeking someone who is motivated, a self-starter, adaptable and comfortable working on a small team in an extremely fast-paced, ever-changing entrepreneurial environment.

Requirements

Bachelor’s degree or equivalent work experience required
Minimum 4 - 6 years of experience with direct administrative support of senior-level team members, preferably within financial or professional services
Excellent organization, prioritization, written/verbal communication and analytical skills
Ability to multitask in a fast-paced environment
Strong interpersonal and customer service skills
Highly proactive with strong attention to detail
High degree of professionalism and discretion, comfortable interfacing with clients, guests, and senior leadership
Ability to handle sensitive information with discretion and confidentiality
Solution oriented and able to work independently and as part of a team
Proactive, team-oriented, and willing to go beyond the defined scope to support the success of the team and firm
High Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook

Responsibilities

Manage complex calendars on behalf of supported senior team members
Schedule meetings including meeting space and AV requirements
Proactively review calendars to identify potential conflicts and update as required
Liaise with other Business Operations team members to coordinate and manage meeting logistics, including booking meeting rooms, coordinating guest building and security access, and providing catering as needed
Coordinate all aspects of domestic and international travel
Manage payment and tracking of meeting and itinerary changes
Track business expenses and prepare expense reports including reconciliation of credit card transactions and monthly statements
Organize logistics for travel and meetings (e.g., conference registrations, meeting rooms, ground transportation, etc.) and ensure team members are prepared for meetings (e.g., have the necessary materials)
Utilize effective judgement in handling mail, email, correspondence, confidential material and requests
Escalate important and urgent items for appropriate action as needed
Register for conferences and networking events in a timely manner
Assist in the planning and execution of events, special ad hoc projects, and catering
Help with formatting and design of documents and presentations using PowerPoint, Excel and Word
Research and track information in the DealCloud database as requested
Ensure all information security processes, policies and procedures are adhered to and any issues or concerns are raised with the Cyber Security team
Ensure full compliance with all local data protection regulations and privacy controls, and any related issues are raised via the appropriate channels
Assist with planning and organization of company-wide meetings and events
Provide occasional back-up support for fellow Executive Assistants
Provide occasional reception coverage for business operations team
Welcome and direct visitors
Answer phones and screen incoming calls
Prepare and maintain meeting rooms
Assist with catering