Business Operations Associate

We are looking for someone who is highly organized, exercises excellent judgment, takes genuine pride in the details, and thrives in a fast-paced, entrepreneurial environment.

- Serve as the first point of contact for the Boston office; manage the front desk, main phone line, and guest experience, ensuring a professional and welcoming environment at all times

- Coordinate with building security to ensure all visitors are registered and access protocols are followed

- Maintain the cleanliness, organization, and professional appearance of all common areas, kitchens, and shared workspaces throughout the day, including kitchen upkeep, refrigerator restocking, and supply area organization

- Manage conference room calendars across both floors, proactively resolving scheduling conflicts and ensuring optimal room utilization

- Own meeting logistics for all internal and external meetings and client visits - catering coordination, room setup, and ensuring all spaces are client-ready

- Proactively manage office provisions and snack inventory, anticipating team preferences and aligning ordering with office budgets

- Support the Business Operations team with office initiatives, team events, end-of-year event planning, and ad hoc projects as assigned

- Manage all incoming and outgoing mail, packages, and deliveries; oversee building service requests and partner with building management to resolve office maintenance issues promptly

- Partner with the Finance Team to process, track, and reconcile vendor invoices

- Support the new joiner experience including desk setup and readiness, conduct office tours, coordinate security badge

- Provide administrative support to team members, including conference room bookings, document binding, printing, and daily ad hoc requests

- Manage complex calendars for assigned Managing Directors and Partners; proactively communicate meeting changes, anticipate scheduling needs, and ensure leaders stay on schedule throughout the day

- Coordinate all aspects of domestic and international travel including air, ground, lodging, and meeting logistics; ensure Partners are prepared with necessary materials for all engagements

- Track and reconcile business expenses and prepare expense reports in a timely and accurate manner

- Handle correspondence, mail, and confidential materials with sound judgment; escalate urgent and high-priority items for appropriate action

- Responsible for ensuring all information security processes, policies and procedures are adhered to and any issues or concerns are raised with the Cyber Security team

- Ensure full compliance with all local data protection regulations and privacy controls, and any related issues are raised via the appropriate channels

- 2-4 years of experience in office operations, administrative support, or an executive assistant role, preferably within financial or professional services

- Strong organizational and administrative skills with the ability to manage multiple priorities simultaneously in a fast-paced environment

- High proficiency in Microsoft Office Suite, particularly Outlook calendar management, Word, Excel, and PowerPoint

- Excellent attention to detail and a high degree of accuracy in data entry, expense tracking, and correspondence

- High degree of professionalism, discretion, and sound judgment - comfortable handling confidential information and interfacing with senior leadership

- Strong interpersonal and communication skills with professional telephone etiquette and a client-first mindset

- Proactive, team-oriented, and willing to go beyond the defined scope to support the success of the team and firm

Massachusetts requires Partners Capital to include a reasonable estimate of the base salary range for this role. This base salary range is specific to individuals applying to work in our Massachusetts office and takes into account a number of factors. A reasonable estimate of the base salary range for this role in Massachusetts is $60,000 - $70,000.

The base salary offered will be determined on factors such as experience, skills, training, certifications, and education. Decisions will be determined on a case-by-case basis.