Administrative Assistant/Front Desk

PanAgora Asset Management; Boston (MA); On-site; USD 48,000 - 62,000; Full time

Job summary

PanAgora Asset Management is seeking a polished front desk administrator in Boston to deliver a professional visitor experience. You will manage calendars, plan events, and provide broad administrative support across the organization, including occasional support to senior leadership.

Ideal candidates will have strong judgment, superb organization, and a customer‑service mindset, with 2+ years of admin or front desk experience and a High school diploma (bachelor’s degree preferred).

Qualifications

• 2 years of administrative or executive assistant experience preferred.
• Front desk or hospitality background a plus.
• High school diploma required; bachelor’s degree preferred.

Responsibilities

• Greet guests and manage front desk operations to ensure a polished, welcoming environment.
• Answer main line calls with a friendly, professional tone and direct inquiries.
• Coordinate calendars, meetings, and appointment confirmations across the office.
• Plan and coordinate internal events, client engagements, and vendor logistics.
• Support office logistics, conference room coordination, and cross‑department requests.
• Prepare correspondence, simple reports, and basic presentations using Microsoft Office.

Skills

Interpersonal communication

Organization

Reliability

Discretion/confidentiality

Customer service mindset

Education

High school diploma

Bachelor's degree preferred

Tools

Microsoft Office

Job description

This position serves as the first point of contact for all visitors and callers to the firm, delivering a polished, professional front-of-house experience. The role also manages calendars, coordinates firm events and meetings, and provides broad administrative and office support across the organization, with occasional administrative support extended to senior leadership as needed. The role requires professionalism, strong judgment, and excellent organizational skills.

Primary focus areas include:

Front Desk and Visitor Experience

• Manage reception operations, greet guests, handle inbound calls, and ensure a polished, welcoming, and efficient front-of-house environment.

Calendar Management

• Manage and coordinate calendars, meeting scheduling, and appointment confirmations across the office, including occasional calendar support for senior leadership.

Event Planning

• Plan and coordinate firm events, meetings, and client engagements, including vendor coordination, logistics, and budget tracking.

Administrative and Office Operations Support

• Support office logistics, conference room coordination, and cross-department administrative requests.

Documentation and Communication Support

• Prepare and edit correspondence, simple reports, and operational documents using Microsoft Office tools.

Primary Duties and Responsibilities

Front Desk and Client Experience

• Answer main line calls with a friendly, professional tone and direct them appropriately.
• Communicate with building security regarding visitor access and notify employees of guest arrivals.
• Welcome guests, escort them to meeting rooms, provide refreshments, and ensure a positive client experience.
• Keep the reception area clean, organized, and reflective of the firm’s professional environment.
• Manage incoming packages and notify recipients.
• Buzz employees and guests through main lobby access points.

Calendar Management

• Manage and coordinate calendars, meeting scheduling, and appointment confirmations across the office.
• Prepare meeting materials, agendas, and follow-up notes as required.
• Monitor and triage general office email and phone communications, escalating items when appropriate.
• Provide occasional calendar and administrative support to senior leadership as needed.

Event Planning

• Plan and coordinate internal and client-facing events, including holiday parties, offsites, and team meetings.
• Source and manage vendors, catering, and event logistics, tracking costs against budget.
• Coordinate invitations, RSVPs, and event timelines, ensuring smooth execution from planning through wrap-up.
• Partner with departments to plan employee engagement and team-building activities.

Conference Room & Office Operations Support

• Oversee conference room schedules and assist with meeting reservations.
• Support Client Services by answering overflow calls.
• Coordinate FedEx and other mailings for internal teams.
• Order business cards for employees as needed.
• Assist Office Manager by maintaining office supply inventory and place weekly orders. Tracking costs against the budget.
• Assist with various administrative tasks and ad-hoc operational requests.

Documentation and Communication Support

• Prepare accurate, concise correspondence, spreadsheets, and presentations.
• Support business units with basic document formatting and updates.
• Maintain filing systems and follow internal documentation procedures.
• Strong interpersonal and verbal communication skills.
• Highly professional presence and customer service mindset.
• Ability to handle sensitive information with confidentiality and discretion.
• Strong organizational skills with the ability to multitask in a fast-paced environment.
• Reliability, dependability, and consistent attendance.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to collaborate effectively with colleagues across departments.
• Office hours: 8:30 AM to 5:00 PM.
• 2 years of administrative or executive assistant experience preferred; front desk or hospitality background a plus.
• High school diploma required; bachelor’s degree preferred.

Company Overview

Founded in 1989, PanAgora (Greek for across marketplace) Asset Management is a premier provider of investment solutions spanning most major asset classes and risk ranges. We seek to provide investment solutions using sophisticated quantitative techniques that incorporate fundamental insights and vast amounts of market information. While PanAgora’s investment strategies are highly systematic in nature, the processes deployed within these strategies are built and overseen by talented professionals with significant and diverse investment experience. Innovative research plays a central role in our investment philosophy and process, and is an essential component of our firm’s ability to deliver attractive investment solutions. Investment teams are organized into an Equity Strategies group and a Multi Asset Strategies group. Most investment team members are engaged in original research using fundamental intuition, market intelligence, modern finance and scientific methods.

We are committed to providing clients with reliable investment processes, consistent performance, transparency, and access to our investment resources. Our client base is comprised of institutional investors across the globe, including public & private retirement funds, sovereign wealth funds, endowments & foundations, and sub-advisory mandates.

PanAgora is an equal opportunity employer and provides equal employment opportunities to job applicants and employees without regard to race, religion, sex, marital status, color, national origin, age, physical or mental disability, veteran status, pregnancy, ancestry or sexual orientation. PanAgora is committed to maintaining an environment that is free from discrimination as well as adhering to applicable federal and state laws.