NextPhase Search is hiring: Executive Assistant in Boston

About the Company/ Role

Our client is a leading global growth-focused private investment firm with a storied history of partnering companies across high-growth sectors, including technology and healthcare. They have a stunning Boston office and top tier admin team and are seeking an experienced, proactive, and exceptionally organized Executive Assistant to provide comprehensive, high-level administrative support to a small, high-performing team of senior investment professionals in their Boston office. This is an ideal role for a flexible and dedicated EA who thrives in a busy and fast faced setting and who enjoys being needed - even if some of those needs include off hours flight changes.

Responsibilities

• Executive Gatekeeping & Scheduling: Serve as the strategic gatekeeper to protect investment professionals’ time and access, performing heavy diary management. Must have an excellent awareness of business priorities to assist in planning complex schedules.
• Global Travel & Logistics: Expertly coordinate all domestic and international travel logistics, including flight reservations, hotel accommodations, car services, and managing any necessary visa arrangements.
• Financial & Administrative Oversight: Manage expense processing (experience with SAP Concur is advantageous), maintain professional contacts, and create and maintain efficient filing systems.
• Document and Correspondence Flow: Produce and process correspondence as needed, prepare presentations prior to meetings, and manage reports and sensitive information, strictly ensuring confidentiality and professionalism.
• Technology & Support: Coordinate with internal systems teams to ensure professional tools (i.e., laptop, iPad, iPhone, etc.) are in good working order.
• Team Collaboration: Provide telephone coverage for team members and act as backup for other Executive Assistants and Reception staff as needed (for example, covering breaks, annual leave, or illness).
• Hours and Availability: Standard Hours: Generally 8:00 AM – 5:00 PM.
• Flexibility & Paid Overtime: This is a non-exempt position where overtime is expected and paid. Must be flexible and willing to come in early or stay late on short notice, with compensation accordingly.
• Availability: Checking email over the weekend and after hours is a requirement.

Qualifications

• Experience & Education: Minimum of five or more years of relevant experience and a Bachelor’s degree; prior experience in the Private Equity or Financial Services sector is strongly preferred.
• Professional Conduct: Team player with an extremely positive attitude; strong emotional intelligence and outstanding relationship-building skills for internal and external dealings.
• Communication Mastery: Excellent written and verbal communication skills, paired with extreme attention to detail and impeccable grammar and spelling.
• Proactive Problem Solving: Proactive in approach, consistently foreseeing potential problems and identifying effective solutions. Capable of using sound judgment and diplomacy and proactively seeking projects that improve team workflow and efficiency.
• Grit and Persistence: Ability to persevere, negotiate, and explore every option to achieve preferred outcomes for team members.
• Adaptability & Composure: Respond effectively to variable workflow and maintain composure in high-pressure environment; willing to accept constructive feedback, learn from mistakes, and handle mundane tasks.

Benefits

• Medical insurance
• Vision insurance
• 401(k)
• Disability insurance
• Paid maternity leave
• Paid paternity leave