Executive Assistant

DM Estate Staffing•Boston, MA

26d•Hybrid

About The Position

Full-Time Executive Assistant — Private Family Office. Our repeat client, a distinguished family office based in Boston, is entering an exciting stage of growth, and they're looking for an experienced Senior Executive Assistant to join their team. The role is hybrid, with in-office days Tuesday through Thursday. This person will support the Family Office CEO, with additional administrative and project support extended to other team and family members as the role develops. This hire will help shape that growth, with real opportunity to build alongside the family office as it evolves. The primary focus of the role is providing high-level EA support to the executive, including calendar management, meeting coordination, and compiling and delivering briefing materials ahead of key meetings. The remainder is fluid, split between broader administrative and project support and, over time, individualized support for members of the next generation. That balance will shift as the role matures.

Requirements

A minimum of 7+ years of experience working as an Executive Assistant ideally in a family office environment
Local Boston-based candidates are strongly preferred and will be given priority review
Confident, calm communicator who can problem-solve under pressure
High discretion at all times, especially around personal and financial matters
Comfortable managing up and holding boundaries with multiple stakeholders, each with different communication and working styles
Strong self-starter instincts, someone who proposes solutions rather than waiting for direction
Tech-savvy across Microsoft, Asana, and shared cloud drives, open to learning new systems, with a genuine curiosity about AI tools as a plus
Polished, adaptable, and able to pivot quickly between very different personalities and priorities day to day
Legally authorized to work in the United States
Willing to undergo an in-depth background check and provide excellent professional references

Responsibilities

Manage complex calendars, scheduling, and meeting coordination for the primary executive
Compile and deliver briefing materials in advance of key meetings
Coordinate meetings and board-related logistics for the Family Office CEO
Book travel, manage Zoom links, and coordinate project-related meetings
Handle invoice scanning, contact management, and forward-looking scheduling needs
Act as a proactive project manager, identifying what needs to get done rather than waiting to be asked
Provide light-touch, individualized administrative support to family members with different working styles and needs
Serve as a point of contact with an outside concierge travel team
Connect accountants, family members, and payment systems to keep bill pay moving smoothly
Provide support for occasional after-hours requests as needed