Executive Personal Assistant - Boston

The Calendar Group
 Boston, MA

Our Client is seeking a discrete, professional, resourceful, self-driven and positive team player to provide comprehensive support to the Foundation’s Co-Chair (“Principal”) with her professional and personal needs. This role will work closely with the Principal in support of her needs on a daily basis and will be an integral part of the family office team. The Executive/Personal Assistant to will report to the CFO of the family office but will interact directly with the Principal as the go-to person for all her administrative needs. This role will be responsible for calendar management, external communications and administrative support for the Principal; and be the primary liaison for property management teams that support the family’s residences.

Essential functions of this position will include, but are not limited to:

  • Manage the Principal’s complex calendar, including appointments, meetings, and travel
  • Coordinate logistics for internal and external meetings and events
  • Schedule domestic and international travel arrangements and coordinate all associated logistics
  • Act as point of contact between Principal and external parties
  • Close coordination with administrative team of Principal’s spouse, company administrative team, and family office team
  • Party and event planning and associated vendor oversight
  • Gift procurement
  • Coordination with household staff
  • Liaison to property management team of vacation homes
  • Manage mail logistics including, pick-up, sorting and follow up, and mailbox renewal
  • Home organization projects
  • Assist with a variety of personal requests such as car registration, personal errands, shopping, etc.
  • Periodic support for Principal’s children
  • Troubleshooting for Principal on an as-needed basis, including the possibility of nights and weekends

The ideal candidate for the role should possess the following characteristics and qualifications:

  • Discretion and the ability to handle sensitive information with the highest level of confidentiality
  • Strong interpersonal and communication skills
  • Outstanding service-orientation and proactive problem-solving skills
  • Undergraduate degree
  • At least 3 years of proven experience in a similar role, preferably supporting a high-level executive or philanthropist
  • Exceptional organization skills and excellent attention to detail
  • Outstanding time management skills
  • Ability to work independently, exercise good judgment, and prioritize effectively
  • Flexibility and adaptability to changing needs and priorities
  • The ability to work collaboratively with others across multiple organizations

Schedule: Full-time, Monday - Friday.

  • General expectation of working in-office or in a designated work area in Principal’s home on average three days each week, with the flexibility to work the remaining two days remotely
  • Occasional travel with Principal or on her behalf

Salary: $100K - $160K