Executive Assistant Job at NextPhase Search in Boston

Overview

Executive Assistant / Floater, Boston (4 days in office), awesome team!

About the Company/Role: Our client, a growing and prestigious alternative investments firm, is seeking a versatile Executive Assistant / Floater to join their collaborative administrative team. This role is a strategic hybrid, offering the stability of dedicated support alongside the variety of firm-wide project work and high-level coverage.

Responsibilities

• Provide dedicated administrative support to a small group (2 light-touch executives and one part-time consultant), managing calendars, travel, and meetings.
• Act as the primary backup for Partner-level EAs, managing complex, shifting schedules and intensive travel coordination during their absences (for maternity/ medical leaves, sick and vacation time, etc.).
• Fill in for the Office Manager one day per week (with an 8:30 AM start), serving as the point of contact for vendors, guests, and office logistics (you can remain at your own desk- light responsibilities this day)
• Proactively manage Partner email inboxes, update CRM contacts, and monitor travel/flights in real-time.
• Coordinate various projects, based on firm needs and personal interests (you will have bandwidth for these during times you are not covering a Partner level EA role.

About you

• Proven administrative support background, ideally within private equity, venture capital, or alternative investments- financial services background is required.
• Proficiency in MS Office Suite. Experience with CRM systems preferred.
• Strong track record of managing domestic travel, expense reporting, and complex meeting/ calendar management.
• A "company-first" professional who enjoys a mix of high-intensity days and more routine administrative flow. Flexible for periodic 5 day in office weeks (rare but possible periodically depending on coverage needs)

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