Executive Administrative Assistant/Operations Manager

About us:

Brennan Staffing Group Inc., founded in 2021, builds on decades of trusted partnership and proven results. A preferred staffing partner for leading New England companies, we specialize in placing Accounting, Finance, Human Resources, and Administrative Professionals in temporary and permanent roles across industries, including High Tech, Biotech, Manufacturing, Healthcare, Advisory, Professional Services, and Public Accounting. With over 70 years of combined Boston market expertise, we deliver pre-qualified talent precisely matching each client’s needs.

Role

We are seeking a highly capable EA/Operations Manager to serve as the operational hub for a highly prestigious, award-winning architecture firm in Boston. This in-office role requires a polished, detail-oriented professional who can manage complex calendars, keep priorities moving, support leadership as a trusted right-hand, and help ensure the office runs smoothly day to day.

****Local Candidates only - this role is in the office, and relocation is also not an option.****

·  Own and execute the monthly billing process for clients, ensuring invoices are accurate, timely, and completed as one of the most imperative responsibilities of the role.

· Manage complex calendars, scheduling, and meeting logistics for firm leadership with exceptional attention to timing, priorities, and follow-through.

· Serve as the central coordination point and day-to-day hub for a 16-person office, helping connect people, information, and priorities across the firm.

· Act as a strong right hand to leadership by anticipating needs, tracking action items, and keeping commitments organized and on schedule.

· Coordinate internal and external meetings, prepare agendas and materials, and ensure meeting details are executed seamlessly.

· Maintain professionalism and discretion while handling confidential communications, business information, and sensitive matters.

· Support office operations, including communication flow, vendor coordination, supplies, and general administrative tasks as needed.

· Maintain and update client and business information in the firm’s CRM system, ensuring records are organized and current.

· Create, format, and manage documents, presentations, spreadsheets, and correspondence using Microsoft Office skills.

· Ability to manage multiple priorities, solve problems independently, and adapt quickly.

· Professional judgment, discretion, and a service-oriented mindset.

· Familiarity with billing support and QuickBooks imports and exports.

· Preferred Qualifications: Support project or operational coordination using Monograph project management software or a similar platform.

· Help keep deadlines, deliverables, and internal processes on track through strong organization and attention to detail.

• 5 to 7 years of executive administrative, senior administrative, or operations support experience.

• Experience supporting leaders in an architecture firm or related professional services environment strongly preferred.

• Exceptional calendar management and scheduling skills.

• Strong proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

• Hands-on experience with CRM systems and data management.

• High attention to detail, accuracy, and follow-through.

• Excellent organizational, communication, and interpersonal skills.

• Ability to manage multiple priorities, solve problems independently, and adapt quickly.

• Professional judgment, discretion, and a service-oriented mindset.

• Familiarity with billing support and QuickBooks imports and exports.

• Experience using Monograph project management software or a similar project or resource management platform.

• Prior exposure to architecture, design, engineering, or construction project workflows.

• Comfort working in a small firm where flexibility, initiative, and cross-functional support are important

Base Salary Range: $110,000-125,000