Executive Office Coordinator

Ballentine Partners•Boston, MA

144d•$36 - $45•Onsite

About The Position

Ballentine Partners is looking for an enthusiastic Executive Office Coordinator to join our new Boston office at 1 Post Office Square. This person will serve as the central hub for all office operations, managing administrative functions while creating a welcoming environment for visitors and staff. This pivotal role combines exceptional organizational skills with hospitality expertise to ensure smooth daily operations across all aspects of our busy office environment. The ideal candidate is a self-motivated professional who thrives in a dynamic environment, takes ownership of diverse responsibilities, and maintains a positive, solution-oriented attitude. This person serves as the backbone of office operations while projecting a welcoming, friendly, and professional image to all who interact with our firm. Reliability, adaptability, and communication are key to this role. This position is in-office, Monday through Friday from 8:30am to 5pm.

Requirements

Exceptional organizational and time management skills with ability to multitask in a fast-paced environment
Strong written and verbal communication skills
Proficiency with Microsoft Office Suite and other relevant software
Problem-solving mindset with ability to anticipate needs before they arise
Able to be proactive in identifying problems and resolving issues
Professional, friendly demeanor with strong interpersonal skills
Able to adapt and be flexible with changing priorities
Able to take initiative
Able to work both independently and in a team structure with a diverse group of people

Nice To Haves

A High School Diploma is preferred.
A minimum of 2 years of experience in a similar role with a professional organization is preferred.

Responsibilities

Handle opening and closing procedures
Serve as the first point of contact for all office visitors, providing a warm, professional welcome
Coordinate catering and preparations for meetings, events, and client visits
Assign conference rooms, coordinate schedules, meetings, and manage appointments for the office as needed
Maintain reception, common areas, and conference rooms to ensure a polished, professional appearance
Anticipate the needs of guests and staff to create a positive office environment
Start Zoom calls prior to meetings when applicable
Troubleshoot AV issues, and escalate to IT when necessary
Receive, log, scan, and distribute all incoming mail and express packages for the Boston office according to the current process
Prepare and log all outgoing express packages
Manage supply inventory for the kitchen, conference rooms, and supply room
Maintain electronic filing systems with meticulous attention to detail
Provide administrative support for the office as needed, including printing basic documents
Develop and implement efficient administrative procedures to improve workflow
Troubleshoot onsite equipment issues and escalate to the Regional Office Manager, as necessary
Work with HR and Regional Office Manager in handling the onboarding/ offboarding of staff in the Boston office
Assist Regional Office Manager with all security and safety procedures (fire drills, compliance walks, identifying safety hazards, etc.)
Interact with the Property Management team as needed and in conjunction with the Regional Office Manager
Respond to questions and attend team and check-in meetings to ensure all needs are being met, processes are being followed, and that you have all the needed updates
Act as backup answering main line when needed
Monitor the Admin Inbox as a remote backup to the other offices when needed
Other duties as assigned

Benefits

Ballentine Partners offers a wide array of benefits completely paid for by the firm including dental, vision, short term disability, long term disability and life insurance as well as cost sharing on medical insurance.
We offer extensive time off benefits including vacation time, unlimited personal sick time, paid family sick leave, paid parental leave, sabbaticals, community time off and so much more.
We have a corporate matching program as well as support certifications and continuing education for our team members.
Ballentine is a family-friendly and flexible work environment.
Our culture is collaborative and built on supporting each other to grow not only the business but each other as well.
Ballentine Partners compensation is made up of a base salary and performance bonus.
The hourly rate for this position is between $36 and $45 and is commensurate with experience.
Performance bonuses are based upon company and personal performance and are paid annually.

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