Administrative Assistant

Job Title: Administrative Assistant

Location: Boston, MA

A leading global private equity investment firm is seeking an Administrative Assistant to support its Events and Communications teams. The firm has a longstanding track record of investing in high-quality growth companies across multiple sectors and operates with a collaborative, high-performance culture across its global offices.

Position Overview

This role provides dedicated administrative support to two highly visible teams responsible for firmwide events and internal/external communications initiatives. The ideal candidate is organized, polished, and dependable, with strong judgment and the ability to manage competing priorities in a fast-paced environment. Success in this role requires attention to detail, professionalism, and the ability to execute responsibilities with minimal oversight.

Key Responsibilities

General Administrative Support

• Coordinate meetings and calls via Outlook and Zoom, including scheduling logistics and conference room arrangements
• Arrange complex domestic and international travel itineraries
• Process and track sensitive documentation in accordance with legal and compliance protocols
• Manage high-volume invoice processing, vendor setup, reimbursements, and team budget tracking
• Maintain payment schedules and contract tracking
• Oversee expense report management for team members
• Maintain inventory and distribute branded materials and supplies
• Provide general office support, including visitor coordination and document management

Events Support

• Prepare and print materials for firmwide events (name badges, tent cards, etc.)
• Manage shared team inboxes and ensure timely responses to inquiries
• Coordinate packing, shipping, and courier logistics for events
• Assist with limited pre-event preparation and on-site logistics

Communications Support

• Organize and maintain communications collateral, including drafts, approvals, and final materials
• Maintain databases of visual assets (headshots, photography, video content)
• Support internal content management and intranet updates
• Assist with ad hoc projects and provide occasional off-hours support as needed

Qualifications

• Bachelor’s degree with strong academic credentials
• 2+ years of relevant professional experience
• Strong proficiency in Microsoft Office, particularly Excel and PowerPoint
• Exposure to financial services or alternative asset management preferred
• Excellent written and verbal communication skills
• Highly organized with strong attention to detail
• Ability to manage multiple priorities independently
• Self-starter with a collaborative mindset and strong work ethic
• Professional presence characterized by maturity, integrity, and sound judgment