Executive Assistant

NextPhase Search, INC.; Boston (MA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

NextPhase Search, INC. seeks an Executive Assistant to support a Private Equity team in Back Bay on a hybrid schedule. The role supports four executives, managing calendars, travel, expenses, and ad hoc projects in a fast-paced, mentor-driven environment.

Ideal candidates have 2–10 years of administrative experience in alternative investments (VC/PE preferred), strong MS Office skills, and a collaborative, flexible approach. Expect occasional heavier in-office weeks and travel as needed.

Qualifications

• 2–10 years of administrative support experience, preferably in alt investments.
• Experience with calendar management, travel planning, expense reporting, and executive priority juggling.
• Proficient in MS Office.
• Comfortable in Back Bay, hybrid schedule (about 3 days in-office on average).
• Willingness to cover for teammates and support Partners' assistants when needed.

Responsibilities

• Provide light to medium calendar, travel, and meeting management for a group of four executives.
• Cover for Partner-level Executive Assistants, coordinating complex calendars and travel as needed.
• Monitor emails and update CRM contacts for the executives.
• Occasional backup for Office Manager, including vendors and office visitors.

Skills

Calendar management

Travel coordination

MS Office

Executive support

Team collaboration

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. * Please note this client will only consider candidates wtih alternative investments experience- private equity or venture capital specifically.

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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