Job Title: Executive Support Associate
Location: Boston MA (Hybrid – 4 days onsite / 1 day remote)
Salary: $85,000 – $95,000
Job Summary
We are seeking a highly organized and motivated Administrative Coordinator to support a fast-paced team within a dynamic financial services environment. This role will primarily provide executive-level administrative support to two senior professionals, while also assisting a broader team of Wholesalers on an as-needed basis. The ideal candidate is polished, proactive, and brings a positive attitude and strong sense of ownership to their work.
This position requires exceptional calendar management, frequent travel coordination, and strong communication skills. The successful candidate will thrive in a high-energy environment, demonstrate flexibility and maturity, and possess a strong work ethic with a willingness to learn and grow within the finance industry.
Key Responsibilities
Executive & Administrative Support
- Provide primary administrative support to two senior team members, including managing complex calendars and scheduling meetings.
- Coordinate domestic and international travel arrangements, including flights, accommodations, itineraries, and expense tracking.
- Serve as a point of contact for internal and external stakeholders, ensuring professional and timely communication.
- Assist with scheduling, logistics, and administrative coordination for a broader team of Wholesalers as needed.
- Prepare and organize materials for meetings, presentations, and team activities.
- Handle administrative tasks with a high level of confidentiality, accuracy, and attention to detail.
Calendar & Travel Coordination
- Manage high-volume calendars with frequent schedule changes and competing priorities.
- Coordinate meeting logistics across multiple stakeholders and time zones.
- Organize complex travel schedules and provide detailed itineraries to ensure seamless travel experiences.
Team & Operational Support
- Provide ad hoc support for team initiatives and projects.
- Help ensure smooth day-to-day operations by anticipating administrative needs and resolving issues proactively.
- Maintain organized records, documentation, and communications.
Qualifications
- Prior administrative, coordination, or office support experience preferred.
- Experience managing calendars and coordinating travel arrangements is highly desirable.
- Candidates with transferable skills from customer-facing roles (including retail or hospitality) are encouraged to apply.
- Strong organizational, time management, and multitasking abilities.
- Excellent written and verbal communication skills.
- Highly reliable, professional, and detail-oriented.
- Positive attitude with strong initiative and willingness to learn.
- Ability to thrive in a fast-paced, high-energy team environment.
