Executive Office Coordinator

Ballentine Partners is a leading independent wealth management firm headquartered in the Boston area, with additional offices in Florida and New Hampshire and clients worldwide. Our client families rely on us to be their most trusted advisor. We work hard to help them simplify their complex financial lives and ensure the impact of their wealth is aligned with their goals. We believe a healthy work-life balance is integral to success, and our compensation philosophy and team structure foster a collegial work environment. We are truly a team; we believe in one another and support each other as we work toward a common goal. We are looking for passionate, caring, curious, innovative, and collaborative individuals to join our firm.

Not sure you meet 100% of our qualifications?  That’s ok. If you believe that you could excel in this role, we encourage you to apply and welcome a chance to review your background. We are dedicated to building a workforce with a variety of skills, workplace experiences, and backgrounds

Ballentine Partners is looking for an enthusiastic Executive Office Coordinator to join our new Boston office at 1 Post Office Square. This person will serve as the central hub for all office operations, managing administrative functions while creating a welcoming environment for visitors and staff. This pivotal role combines exceptional organizational skills with hospitality expertise to ensure smooth daily operations across all aspects of our busy office environment. The ideal candidate is a self-motivated professional who thrives in a dynamic environment, takes ownership of diverse responsibilities, and maintains a positive, solution-oriented attitude. This person serves as the backbone of office operations while projecting a welcoming, friendly, and professional image to all who interact with our firm. Reliability, adaptability, and communication are key to this role.

This position is in-office, Monday through Friday from 8:30am to 5pm.

Responsibilities include:

• Reception & Hospitality

o   Handle opening and closing procedures

o   Serve as the first point of contact for all office visitors, providing a warm, professional welcome

o   Coordinate catering and preparations for meetings, events, and client visits

o   Assign conference rooms, coordinate schedules, meetings, and manage appointments for the office as needed

o   Maintain reception, common areas, and conference rooms to ensure a polished, professional appearance

o   Anticipate the needs of guests and staff to create a positive office environment

o   Start Zoom calls prior to meetings when applicable

o   Troubleshoot AV issues, and escalate to IT when necessary

• Office Support

o   Receive, log, scan, and distribute all incoming mail and express packages for the Boston office according to the current process

o   Prepare and log all outgoing express packages

o   Manage supply inventory for the kitchen, conference rooms, and supply room

o   Maintain electronic filing systems with meticulous attention to detail

o   Provide administrative support for the office as needed, including printing basic documents

o   Develop and implement efficient administrative procedures to improve workflow

o   Troubleshoot onsite equipment issues and escalate to the Regional Office Manager, as necessary

• Facilities

o   Work with HR and Regional Office Manager in handling the onboarding/ offboarding of staff in the Boston office

o   Assist Regional Office Manager with all security and safety procedures (fire drills, compliance walks, identifying safety hazards, etc.)

o   Interact with the Property Management team as needed and in conjunction with the Regional Office Manager

• Admin Team Support

o   Respond to questions and attend team and check-in meetings to ensure all needs are being met, processes are being followed, and that you have all the needed updates

o   Act as backup answering main line when needed

o   Monitor the Admin Inbox as a remote backup to the other offices when needed

• Other duties as assigned

The right candidate will be someone who has the following skills:

• Exceptional organizational and time management skills with ability to multitask in a fast-paced environment
• Strong written and verbal communication skills
• Proficiency with Microsoft Office Suite and other relevant software
• Problem-solving mindset with ability to anticipate needs before they arise
• Able to be proactive in identifying problems and resolving issues
• Professional, friendly demeanor with strong interpersonal skills
• Able to adapt and be flexible with changing priorities
• Able to take initiative
• Able to work both independently and in a team structure with a diverse group of people

A High School Diploma is preferred. A minimum of 2 years of experience in a similar role with a professional organization is preferred. 

Ballentine Partners offers a wide array of benefits completely paid for by the firm including dental, vision, short term disability, long term disability and life insurance as well as cost sharing on medical insurance. We offer extensive time off benefits including vacation time, unlimited personal sick time, paid family sick leave, paid parental leave, sabbaticals, community time off and so much more. We have a corporate matching program as well as support certifications and continuing education for our team members. Ballentine is a family-friendly and flexible work environment. Our culture is collaborative and built on supporting each other to grow not only the business but each other as well.
For more information on our culture please view our Stakeholder Report and our Culture page.

Ballentine Partners compensation is made up of a base salary and performance bonus. The hourly rate for this position is between $36 and $45 and is commensurate with experience. Performance bonuses are based upon company and personal performance and are paid annually.

We will sponsor applicants for work visas.

Ballentine Partners is an Equal Opportunity Employer and we are dedicated to providing an inclusive environment for all employees. All employment is based upon qualifications, merit, and business need. We encourage applications from those who share our commitment to promoting a diverse, welcoming, and inclusive community.