Executive Assistant

jobs-dmestatestaffing; Boston (MA); Hybrid; USD 150,000 - 170,000; Full time

Benefits offered by this job

Exceptional benefits package

Job summary

Private Family Office in Boston is seeking a Senior Executive Assistant to support the CEO with calendar management, meeting coordination, and briefing materials. The role is hybrid, with in-office days Tuesday through Thursday, and extends to broader administrative and project support for team and family members.

Ideal candidates have 7+ years of EA experience, strong discretion, calm problem solving, and comfort working across multiple stakeholders.

Qualifications

• Minimum 7+ years of experience as an Executive Assistant, ideally in a family office.
• Local Boston-based candidates are strongly preferred and will be prioritized.
• Discretion with personal and financial information; calm under pressure.
• Swift, proactive problem-solving and boundary-setting with multiple stakeholders.
• Comfort with learning new systems; curiosity about AI tools is a plus.

Responsibilities

• Manage complex calendars, scheduling, and meeting coordination for the CEO.
• Compile and deliver briefing materials ahead of key meetings.
• Coordinate meetings and board-related logistics for the Family Office CEO.
• Book travel, manage Zoom links, and coordinate project-related meetings.
• Handle invoice scanning, contact management, and forward-looking scheduling needs.
• Provide light-touch, individualized administrative support to family members.
• Serve as a liaison with an outside concierge travel team.
• Connect accountants, family members, and payment systems to keep bill pay moving.

Skills

Calendar management

Meeting coordination

Problem solving under pressure

Discretion

Communication

Self-starter

Adaptability

Education

Tools

Microsoft 365

Asana

Cloud storage (Google Drive/OneDrive)

Job description

Overview

Full-Time Executive Assistant — Private Family Office

Our repeat client, a distinguished family office based in Boston, is entering an exciting stage of growth, and they're looking for an experienced Senior Executive Assistant to join their team. The role is hybrid, with in-office days Tuesday through Thursday. This person will support the Family Office CEO, with additional administrative and project support extended to other team and family members as the role develops. This hire will help shape that growth, with real opportunity to build alongside the family office as it evolves.

The primary focus of the role is providing high-level EA support to the executive, including calendar management, meeting coordination, and compiling and delivering briefing materials ahead of key meetings. The remainder is fluid, split between broader administrative and project support and, over time, individualized support for members of the next generation. That balance will shift as the role matures.Please note: candidates already based in the Boston area will be given priority review.

Responsibilities

• Manage complex calendars, scheduling, and meeting coordination for the primary executive
• Compile and deliver briefing materials in advance of key meetings
• Coordinate meetings and board-related logistics for the Family Office CEO
• Book travel, manage Zoom links, and coordinate project-related meetings
• Handle invoice scanning, contact management, and forward-looking scheduling needs
• Act as a proactive project manager, identifying what needs to get done rather than waiting to be asked
• Provide light-touch, individualized administrative support to family members with different working styles and needs
• Serve as a point of contact with an outside concierge travel team
• Connect accountants, family members, and payment systems to keep bill pay moving smoothly
• Provide support for occasional after-hours requests as needed

Qualifications

• A minimum of 7+ years of experience working as an Executive Assistant ideally in a family office environment
• Local Boston-based candidates are strongly preferred and will be given priority review
• Confident, calm communicator who can problem-solve under pressure
• High discretion at all times, especially around personal and financial matters
• Comfortable managing up and holding boundaries with multiple stakeholders, each with different communication and working styles
• Strong self-starter instincts, someone who proposes solutions rather than waiting for direction
• Tech-savvy across Microsoft, Asana, and shared cloud drives, open to learning new systems, with a genuine curiosity about AI tools as a plus
• Adaptable and able to pivot quickly between very different personalities and priorities day to day
• Legally authorized to work in the United States
• Willing to undergo an in-depth background check and provide excellent professional references

Compensation

• $150,000-$170,000 base salary | Final compensation will be determined based on a variety of factors, including relevant experience, education, skills, qualifications, internal equity, and the scope and responsibilities of the position.
• Exceptional benefits package to be shared with qualified candidates