Business Operations Associate

About the role

The Business Operations Associate will serve as a cornerstone of the Boston office, supporting the full spectrum of day-to-day operations while providing dedicated administrative support to Managing Directors and Partners. This role is the face of the Boston office — owning the front desk and guest experience, managing office logistics across both floors, and ensuring the workspace consistently reflects the high standards of a world-class investment firm.

Responsibilities

• 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
• Cook up 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

Qualifications / Attributes

• Bachelor’s Degree or equivalent experience required
• 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
• A high degree of professionalism, discretion, and sound judgment — comfortable handling confidential information and interfacing with senior leadership
• Proactive, team-oriented, and willing to go beyond the defined scope to support the success of the team and firm