Executive Assistant

NextPhase Search; Boston (MA); Hybrid; USD 70,000 - 100,000; Full time

Job summary

NextPhase Search is seeking an Executive Assistant for our Private Equity team in Back Bay. This hybrid role requires about 3 in-office days per week, with flexibility for busier periods as teammates travel and cover one another.

You will support 4 executives with calendar, travel, and meeting management, occasionally stepping in for Partner-level EAs and the Office Manager. A collaborative admin team environment and growth opportunities await.

Qualifications

• 2–10 years of administrative support experience, preferably from an alternative investments firm.
• Experience booking domestic travel, managing meetings, handling expense reporting, and juggling executive priorities.
• Proficient in MS Office.
• Comfortable in the Back Bay 3+ days a week on average, with flexibility for occasional heavier in-office weeks.
• Excited to join a mentoring admin team with room to grow toward a Partner-level role over time.

Responsibilities

• Provide light to medium intensity calendar, travel, and meeting management for your core group of 4 executives.
• When covering for a Partner-level Executive Assistant: manage complex, constantly changing calendars and meetings, coordinate travel and expenses, and stay two steps ahead to anticipate scheduling conflicts and other issues.
• Monitor emails and relevant calendars, updating contacts in the CRM system as needed while covering.
• Approximately one day per week, back up the Office Manager — handling vendors, deliveries, and office visitors.
• Raise your hand for projects that align with your interests, such as HR and recruiting projects.

Skills

Calendar management

Travel planning

Expense reporting

Executive support

Tools

MS Office

Job description

Executive Assistant, Alternative Investments, Back Bay, Hybrid

About the Company

A growing alternative investments firm is looking to add an administrator with approximately 2–10 years of relevant experience to its Private Equity team. The firm currently has about 5 Executive Assistants and an Office Manager on staff — an amazing team that is bright, dedicated, warm, and well‑equipped to mentor a strong junior EA or Admin with potential.

While the firm operates on a hybrid model, this role will periodically require additional in-office days to help cover for teammates, so it will average to about 3 days a week but will flex higher some weeks. This is a great fit for someone whose priority is the role and the team rather than someone with very strict limits on in-office days. It's a dynamic, fast-moving environment — the executives are back-to-back in meetings daily, schedules change frequently, the firm works with high-profile investors, and there is significant domestic travel — making it a fantastic environment to learn and grow within a top-tier firm.

What You'll Do

You'll grow your capabilities in a diverse role that combines administrative and project work and spans all areas of the firm. Your core support group is 4 people – all very nice and requiring light to medium intensity support. Beyond your core group, you'll be part of a close-knit admin team that covers for one another: you'll periodically step in to support the Partner-level Executive Assistants and the Office Manager when they're out, and they'll do the same for you. This built-in team coverage model — rather than a single dedicated backup role — is a great way to build a broad skill set across different levels and functions, and to learn how you want to focus your work moving forward.

• Provide light to medium intensity calendar, travel, and meeting management for your core group of 4 executives
• When covering for a Partner-level Executive Assistant: manage complex, constantly changing calendars and meetings, coordinate travel and expenses, and stay two steps ahead to anticipate scheduling conflicts and other issues
• Monitor flights and the relevant Partner's email inbox, updating contacts in their CRM system as needed while covering
• Approximately one day per week, back up the Office Manager — this means an earlier arrival (around 8–8:15 a.m. versus the typical 9–5) and running point on vendors, deliveries, and office visitors
• Raise your hand for projects that align with your interests — for example, a prior person in this role took on HR and recruiting projects

About You

• You have approximately 2–10 years of administrative support experience, ideally from an alternative investments firm (may consider an investment firm or investment banking background but alternatives- VC/ PE are strongly preferred)
• Experienced booking domestic travel, managing meetings, handling expense reporting, and juggling executive priorities
• Proficient in MS Office
• Comfortable in the Back Bay 3+ days a week on average, with flexibility for occasional heavier in-office weeks
• Excited to join a warm, mentoring admin team with room to grow toward a more focused Partner-level support role over time
• Values the work/life balance of a 9–5 role, with an understanding that some days and weeks will be more intense than others
• Enjoy a collaborative admin team environment and have a no job is too big or too small attitude!

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