Administrative & Operations Manager

Job Description

The Administrative Services and Operations Manager is responsible for the seamless operation of the Boston office, providing comprehensive executive-level administrative support to senior executive leaders. This role ensures day-to-day operational efficiency, fosters a positive work environment, and supports high-level organizational effectiveness, communication, and safety. The ideal candidate is highly organized, proactive, and thrives in a fast-paced, collaborative environment.

• Coordinate and deliver high quality executive administrative support to senior leaders of the Boston office including, but not limited to, coordinating and managing office meetings, appointments, agenda preparation, meeting logistics and related needs.
• Manage complex calendars and scheduling for office and executive leaders, including coordination of meetings across multiple time zones and prioritization of requests.
• Prepare, edit, and format business documents, spreadsheets, presentations, including PowerPoint as well as other materials as required.
• Coordinate travel arrangements, prepare and process expense reports, and track reimbursements per firm policies.
• Handle all matters with discretion and confidentiality.

• Supervise administrative staff, including reception and mailroom personnel.
• Oversee day-to-day operational functions and administrative services, including facilities/office maintenance, mail distribution, supplies and equipment management and office logistics.
• Evaluate and recommend process improvements to enhance operational efficiency and service improvements.
• Analyze and advise management on office space capacity and utilization, support office initiatives, maintain internal trackers and implement improvements to administrative workflow, processes and tools.
• Manage vendor relationships and service contracts, including performance.
• Contribute to a positive, collaborative, and solutions-oriented team culture.

• Minimum of 5 years’ administrative or executive assistant experience with increasing responsibility, preferably in a professional services or corporate environment; experience supporting public accounting professionals is a plus.
• High proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with expense and travel management systems is a plus.
• Strong organization, time management, multitasking, and prioritization skills.
• Ability to work effectively in a fast-paced, dynamic environment and adapt to shifting priorities; willingness to work extended hours when necessary.
• Proven ability to handle sensitive information exercising discretion with confidential information.
• Excellent verbal and written communication skills; including strong business and professional writing, editing, and proofreading capabilities.

• High School diploma or GED required.
• 2 years of management experience.
• Demonstrated ability to communicate verbally and in writing throughout all levels of organization, both internally and externally.
• Exceptional customer relations skills.
• Excellent interpersonal skills.
• Proven ability in negotiating solutions within an office environment.
• Experience in developing procedures resulting in attaining optimum business efficiencies.
• Proficient use of applicable technology.

This role requires on-site presence in our Boston, MA location 5 days a week.