Personal Assistant to Managing Partners

A financial services firm located north of Boston is seeking an enthusiastic, highly organized, and detail-oriented Personal Assistant to support three Managing Partners. This role focuses exclusively on managing personal, non-business matters ensuring the Partners’ personal lives run smoothly and efficiently – which helps them focus on their business with less distractions. The ideal candidate is someone who thrives in a fast-paced, dynamic environment and can gracefully balance competing priorities for multiple executives. We are seeking a candidate with exceptional communication skills and quick follow-through.

Overview of Responsibilities

• Provide exceptional personal & family calendar management for 424 Partners
• Work closely with Partners to keep them well informed of upcoming commitments and responsibilities
• Manage Partner business travel arrangements, including airfare, hotel and transportation accommodations. Monitor trips as needed, manage changes and cancellations, and communication changes to all appropriate parties. Coordinate TSA and passport renewals as needed.
• Provide support to Partners for personal matters as needed
• Manage personal calendars, appointments, and scheduling for three Partners and their families (e.g., personal meetings, medical appointments, family events, travel).
• Coordinate household vendors and service providers (e.g., cleaners, contractors, maintenance).
• Handle personal purchases and expense tracking, ensuring accurate record-keeping.
• Assist with planning and coordination of personal events, dinners, and celebrations including organizing caterers, etc.
• Arrange personal and family travel — including flights, accommodations, itineraries, and transportation.
• Manage Partner contact information; both business and personal
• Create and maintain electronic and paper filings for personal documents, as needed
• Maintain complete confidentiality on all sensitive business and personal matters with tact and professionalism
• Serve as a point of contact for family members, household staff, and external vendors.
• Anticipate personal needs and proactively offer solutions.
• Provide ad hoc support to ensure smooth day-to-day personal operations.
• Manage personal subscriptions, memberships, and renewals.
• Coordinate with family offices, accountants, or other advisors as necessary for personal matters.
• Coordinate with personal investments and outside business interests
• Oversee household inventories and reordering of supplies, as needed.
• Occasionally run errands including, but not limited to, processing returns.
• Coordinate meetings and file keeping for obligations such as family foundations and non-profit Boards; manage all travel planning and logistics for outside professional roles.
• Support non-profit activities and commitments with ad-hoc projects including, but not limited to, coordinating events and programs related to non-profit work, researching potential grant recipients for family foundations, develop PowerPoint presentations for foundation meetings, coordinate meetings with other trustees,  and coordinate meetings with prospective grant recipients.

Qualifications and Attributes

• 2 years experience as a personal assistant, executive assistance, or household manager
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Excellent English grammar, spelling, punctuation, and writing skills.
• Ability to manage sensitive information with absolute discretion and professionalism.
• Excellent interpersonal skills; ability to establish and maintain effective working relationships across multiple sectors
• Extremely organized with a strong attention to detail 
• Enjoys juggling multiple projects, adheres to tight deadlines, handles ambiguity comfortably, and can adapt to evolving circumstances
• A flexible, can-do attitude and willingness to adapt to changing priorities and manage new tasks not mentioned here
• Proactive approach in taking on responsibility and willingness to help others when necessary
• Excellent verbal and communication skills

Preferred

Bachelor’s degree or equivalent experience

Applicants must be currently authorized to work in the United States on a full-time basis.