Business Operations Coordinator

Firm Description

Founded in 2001, Partners Capital is a Global Investment Office acting for distinguished endowments and foundations, senior investment professionals and prominent families across the globe. With $75B+ in assets under management, the firm constructs customized investment portfolios for its clients tapping into its deep network of partnerships with what we consider exceptional asset managers across all major asset classes. Clients include Syracuse University, Sesame Workshop, INSEAD Business School, New York’s Metropolitan Opera, San Francisco Symphony, Eton College, Colorado College, several Oxford and Cambridge University Colleges, several family offices around the world, and senior executives from leading global investment firms. The firm employs more than 400 people across its eight offices located in Boston, New York, London, San Francisco, Paris, Singapore, Hong Kong and Dallas.

Partners Capital is diverse and inclusive, in people and in thought. Our meritocracy is enabled by fostering a truly inclusive and collaborative culture. We are proud to be an equal opportunity employer where diverse perspectives, backgrounds and experiences are valued.

Position Description

Reporting to the Business Operations Manager, the Business Operations Coordinator will play a multifaceted role at the heart of the Boston office, balancing day-to-day business operations with a strong focus on the new joiner experience. This individual will own the new joiner journey end to end, from first-day welcome through to full onboarding, partnering closely with the People team and IT to continuously improve and standardize these processes for every new hire.

In addition, this role spans a broad range of responsibilities: supporting financial processes such as budgeting and expense tracking, contributing to special projects tied to the Boston office's continued growth, and providing executive assistant support to members of our leadership team, including calendar and expense management. The individual will also serve as backup support to the front desk team, assisting external clients and visitors as needed.

We are looking for someone who is highly organized, personable, detail-oriented, and energized by variety in a fast-paced, high-touch office environment.

Onboarding & New Joiner Experience

• New Joiner Onboarding: Own the end-to-end new joiner experience for the Boston office, including pre-boarding coordination, desk and workstation readiness, and a warm first-day welcome with office orientation and introductions to key resources and contacts
• People & IT Partnership: Partner with the People team and IT to continuously improve and standardize onboarding processes, ensuring a seamless, consistent experience for every new hire
• Training & Cross-Office Standards: Develop training documentation and deliver training to new employees, and coordinate onboarding and office operations standards across the US with the Office Managers in New York, San Francisco, and Dallas

Financial Support

• Budgeting Support: Assist the Business Operations Manager with budgeting and expense tracking for the Boston office
• Expense Processing: Support the preparation, coding, and reconciliation of office-related expenses and invoices
• Special Projects: Support special projects related to the continued growth and expansion of the Boston office, including space planning, vendor coordination, and logistics as needed
• Front Desk Backup: Provide backup coverage for the front desk team as needed, greeting and hosting guests and clients and ensuring a professional first impression for all visitors
• Office Upkeep: When needed, helping to maintain the cleanliness, organization, and professional appearance of common areas and supply areas throughout the day; maintain both kitchens including emptying dishwashers, ordering groceries, and stocking fridges on both floors.
• Client & Visitor Assistance: Assist with external clients and visitors, including registration, hosting, and coordination with building security

Leadership Support

• Calendar & Travel Assistance: Provide calendar coordination and expense reporting support
• Correspondence: Handle correspondence and confidential materials with sound judgment, escalating urgent items appropriately
• Events & Projects: Support office initiatives, team events, end-of-year event planning, and ad hoc projects as assigned
• Ad Hoc Requests: Serve as a resource for day-to-day ad hoc requests from the broader office, responding promptly and professionally

Additional Responsibilities Include

• 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 channel

Key responsibilities may be assessed and are subject to change from time to time based on the needs of the business. The individual may be required to work overtime as needed.

Qualifications / Attributes

• Bachelor's Degree or equivalent experience required
• 4–6 years of experience in HR operations, onboarding, training & development, or business/office operations, preferably within financial or professional services
• Experience supporting budgeting or expense tracking processes preferred
• Strong project management and organizational skills, with the ability to coordinate across multiple offices and stakeholders
• Excellent communication and interpersonal skills, comfortable partnering with People, IT, and office leadership teams
• Strong attention to detail and ability to develop clear, user-friendly training materials and documentation
• Thrives in a dynamic, fast-moving environment
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
• High degree of professionalism and discretion, comfortable interfacing with clients, guests, and senior leadership
• Proactive, team-oriented, and willing to go beyond the defined scope to support the success of the team and firm