Job Description

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.

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