Osaic
Executive Assistant & Office Manager
We are seeking a polished, proactive, and highly organized Executive Assistant & Office Manager to provide executive-level administrative support to the CEO and leadership team, while overseeing the smooth day-to-day operations of our Boston headquarters. This role is ideal for a professional who thrives in a client-centric environment and takes pride in delivering seamless support, exceptional attention to detail, and a warm, professional presence as the face of the firm.
Key Responsibilities
Executive Support
- Provide direct administrative support to the CEO and leadership team, including calendar management, meeting coordination, travel arrangements, and expense reporting.
- Prepare, proofread, and edit correspondence, presentations, and reports for internal and external audiences.
- Anticipate executive needs, exercise sound judgment, and maintain a high degree of confidentiality.
- Coordinate leadership and firmwide meetings (in person and virtual), including logistics, catering, materials, and technology setup.
- Serve as a liaison between the executive team and internal departments, clients, and partners.
Office Management
- Oversee day-to-day operations of the Boston office, ensuring a professional, welcoming, and efficient environment.
- Manage front desk and reception duties, including registering and greeting clients and visitors, handling mail and deliveries, and maintaining conference room schedules.
- Partner with IT, Facilities, and HR to support onboarding, technology setup, and space planning for new hires.
- Maintain office supplies, vendor relationships, and service contracts.
- Coordinate office events, client meetings, and HR employee engagement activities at the Boston location.
Administrative & Operational Support
- Support communications and special projects led by the CEO or leadership team.
- Track and manage key operational tasks, deadlines, and follow-ups on behalf of the executive office.
- Assist with expense management, invoice processing, and light reporting as needed.
Qualifications
- Bachelor's degree or equivalent experience.
- 5+ years of executive administrative experience, preferably in financial services, professional services, or wealth management.
- Exceptional communication, organization, and interpersonal skills.
- High degree of professionalism, discretion, and emotional intelligence.
- Strong proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and video conferencing tools (Teams/Zoom).
- Ability to manage multiple priorities with poise and attention to detail.