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.

• Reception & Hospitality
  • Handle opening and closing procedures
  • Serve as the first point of contact for all office visitors, providing a warm, professional welcome
  • Coordinate catering and preparations for meetings, events, and client visits
  • Assign conference rooms, coordinate schedules, meetings, and manage appointments for the office as needed
  • Maintain reception, common areas, and conference rooms to ensure a polished, professional appearance
  • Anticipate the needs of guests and staff to create a positive office environment
  • Start Zoom calls prior to meetings when applicable
  • Troubleshoot AV issues, and elevate to IT when necessary
• Office Support
  • Receive, log, scan, and distribute all incoming mail and express packages for the Boston office according to the current process
  • Prepare and log all outgoing express packages
  • Manage supply inventory for the kitchen, conference rooms, and supply room
  • Maintain electronic filing systems with meticulous attention to detail
  • Provide administrative support for the office as needed, including printing basic documents
  • Develop and implement efficient administrative procedures to improve workflow
  • Troubleshoot onsite equipment issues and elevate to the Regional Office Manager as necessary
• Facilities
  • Work with HR and Regional Office Manager in handling the onboarding/offboarding of staff in the Boston office
  • Assist Regional Office Manager with all security and safety procedures (fire drills, compliance walks, identifying safety hazards, etc.)
  • Interact with the Property Management team as needed and in conjunction with the Regional Office Manager
• Admin Team Support
  • 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
  • Act as backup answering main line when needed
  • Monitor the Admin Inbox as a remote backup to the other offices when needed
• Other duties as assigned

• 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…