Administrative Assistant

Bigelow LLC; Portsmouth (NH); On-site; USD 42,000 - 54,000; Full time

Job summary

Bigelow LLC seeks an Administrative Assistant to support the firm’s operations, finance, HR, technology, marketing, and broker‑dealer compliance functions. This is an on‑site, full‑time role based in Portsmouth, NH, with an emphasis on organization, discretion, and professional client communication.

The ideal candidate has 5+ years in office management or related roles, strong MS Office skills, Salesforce experience, and a proactive, detail‑driven approach to multi‑tasking and collaboration.

Qualifications

• Five+ years of experience in office management, executive assistant, or bookkeeping roles.
• Power user of Microsoft Office; experience with Salesforce and videoconferencing.
• Exceptional organizational skills with strong attention to detail.
• Excellent oral and written communication; professional presence.
• Discretion and judgment handling confidential information.
• Team player with a proactive, problem‑solving attitude.

Responsibilities

• Office & facilities management; front‑desk contacts; organize supplies and filing.
• Executive & travel support; manage travel, itineraries, and calendars.
• HR & marketing support; onboarding/offboarding and marketing collateral.
• Accounts payable & vendors; manage vendor interactions and expenses.
• Broker‑dealer/regulatory support; assist with FINRA/compliance tasks.
• Information technology liaison; coordinate with IT vendors and asset management.

Skills

Office management

MS Office

Salesforce

Communication

Discretion

Team player

Process improvement

Tools

Microsoft Office

Videoconferencing

Job description

The M+A Advisor Exclusively
for Private Business Owners

Administrative Assistant

We seek a confident, highly organized, detail-driven self-starter to join our collaborative team as our Administrative Assistant. This is a broad, hands‑on role at the operational center of the firm: you will keep the office running smoothly day to day while supporting the firm’s finance, human resources, technology, marketing, and broker-dealer compliance functions across Bigelow LLC and its affiliated entities.

This is a fully on‑site in person position. The successful candidate will be in our Portsmouth office Monday through Friday, 8:30 a.m. to 5:30 p.m. Reliability, discretion, and a professional presence are essential, as this individual is often communicating with clients, prospects, and vendors.

• Five or more years of experience in an office management, executive assistant, or bookkeeping role, ideally within a professional services firm.
• Power user of Microsoft Office; experience with Salesforce, videoconferencing, and general office technology.
• Exceptional organizational skills and the ability to multi‑task and prioritize with strong attention to detail.
• Extraordinary oral and written communication skills and a polished, professional presence.
• Discretion and sound judgment in handling confidential financial, client, and personnel information.
• A team player with an outcome-oriented, can‑do / will‑do attitude.
• Always focused on questioning why we do things and making things better.

Responsibilities

• Office & facilities management — Serve as the front‑desk point of contact (visitors, deliveries, mail, postage); keep supplies stocked and common areas orderly; arrange meeting logistics and parking; and maintain digital filing and firm records.
• Executive & travel support — Coordinate travel, itineraries, and calendars; manage gifts, flowers, and cards; and handle ad hoc executive, client, and prospect requests.
• HR & marketing — Assist with employee onboarding/offboarding (paperwork, access setup, background checks, and candidate scheduling) and support firm marketing initiatives, mailings, and collateral.
• Accounts payable & vendors — Manage vendor interactions and documentation, code credit card expenses through Bill.com, and collect vendor W-9s.
• Broker‑dealer / regulatory support — Support the affiliated broker‑dealer in similar tasks; assist with FINRA and compliance manuals, regulatory paperwork, monthly brokerage‑statement reconciliation, compliance meetings, and the compliance calendar.
• Information technology — Liaise with outside IT and telecom vendors; manage laptop, mobile, and AV procurement and maintenance; track support tickets.

Bigelow is the nationally known M + A Advisor exclusively dedicated to owners of high performing private companies. We partner with our Entrepreneur Owner-Manager™ ("EOM") clients to reach their greatest potential personally and professionally by building and unlocking Enterprise Value.

We are an independently owned advisory boutique with a proven track record of achieving superior outcomes for our clients resulting in uncommon success both for our Firm, and its team members. Over the past several years, we have closed over $3 billion in transactions ranging in size from $50 to over $500 million. We represent clients in an intentionally broad range of industries, located throughout the United States.

Our belief: high performing EOMs are a unique species who lead their businesses and measure success differently than “corporate employees.” This makes the selection of the next owner of their highly successful businesses challenging and extremely important. Freeing EOMs and their businesses can transform their life’s work into enduring legacies. Accordingly, we have resourced our team with the best talent and skills to successfully deal exclusively with them.

We are a collaborative team of senior, experienced professionals who have complementary skills and creative strengths to best serve our EOM clients. We have deliberately located our state‑of‑the‑art offices in Portsmouth, NH, 50 miles north of Boston, one of Outside Magazine’s Ten Best Cities to live in. Before applying to this position, we urge you to visit our website at www.bigelowllc.com , and read or listen to our book Enterprise Value.