Personal Assistant & Event Support Coordinator

We are seeking a highly organized, proactive, and detail-oriented Personal Assistant & Event Support Coordinator to provide comprehensive administrative, operational, travel, and event support. This role will work for the Executive Chairman and requires exceptional communication skills, strong project management abilities, discretion, flexibility, and the ability to manage multiple moving priorities in a fast-paced environment.

The ideal candidate is resourceful, tech-savvy, service-oriented, and capable of supporting both personal and business-related responsibilities with professionalism and efficiency.

This position will work a hybrid/in person schedule out of our Boston, MA office.

Key Responsibilities

Personal Assistance

• Manage executive and personal calendars, appointments, and scheduling
• Coordinate meetings, time blocking, and daily priorities
• Book and manage travel arrangements including flights, hotels, transportation, and itineraries
• Provide on-call travel and personal support as needed
• Handle dictation, correspondence, and administrative follow-up
• Coordinate personal assistance needs for executives and family support
• Assist with special projects and initiatives as assigned
• Manage dinner reservations, hospitality arrangements, and guest coordination
• Process holiday cards and seasonal correspondence

Administrative & Operational Management

• Maintain Airtable, Asana, OneNote, and related organizational systems
• Manage database input, reporting, and ongoing maintenance
• Develop and maintain synchronized digital filing and document management systems
• Prepare meeting agendas, take minutes, and distribute follow-up action items
• Coordinate and organize digital and physical filing systems
• Project Management and coordination
• Support overall team administration and operational organization
• Maintain effectiveness of device applications, technology tools, and integrations
• Support technology integration projects and organizational process improvements
• Prepare and manage expense reports for executives and team members
• Track event expenses and budget reporting
• Monitor and maintain property budgets and payment tracking
• Assist with monthly billing coordination and reporting
• Support financial tracking for travel, events, and operational projects
• Maintain accurate records and reporting systems across multiple initiatives
• Track vehicles, assets, properties, and inventory through Airtable and related systems
• Assist with property management coordination and oversight
• Coordinate maintenance vendors, cleaners, and service providers
• Manage corporate and personal collections organization
• Support vehicle storage coordination and logistics
• Coordinate communication and scheduling among internal teams and vendors
• Assist with staff and contractor coordination
• Support ongoing operational oversight for various personal and business initiatives
• Manage relationships with external vendors, service providers, and hospitality contacts

Event Coordination

• Coordinate all aspects of personal and corporate travel
• Create detailed travel itineraries and trip schedules
• Track trip expenses and prepare travel-related reporting
• Coordinate event logistics, planning, and execution
• Maintain event sheets, budgets, calendars, and attendance tracking
• Assist with event curation and coordination throughout the year
• Provide event hosting and on-site operational support
• Maintain and track club memberships, travel clubs, rewards programs, and AMEX benefits
• Audit and maintain event calendars
• Monitor and manage RSVP for events

Qualifications

• 2+ years of experience in personal assistance, office environment, or event coordination
• Exceptional organizational and multitasking abilities
• Strong written and verbal communication skills
• Extreme Confidentiality is a must
• High level of professionalism and discretion handling confidential information
• Proficiency in Microsoft Office, Google Workspace, Airtable, Asana, and digital collaboration tools
• Ability to anticipate needs and work independently with minimal supervision
• Strong attention to detail and follow-through
• Flexible schedule and willingness to support occasional after-hours or travel-related needs

Preferred Attributes

• Resourceful problem solver with a “can-do” attitude
• Calm under pressure and adaptable to changing priorities
• Service-minded with excellent interpersonal skills
• Comfortable managing both business and personal support responsibilities
• Capable of travel
• Great growth opportunities
• Experience supporting executives, entrepreneurs, family offices, or small leadership teams preferred

Salary: $60,000-$80,000 annual salary, plus incentives and benefits. Based on experience. 

Commonwealth Financial Group is an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

HIRING ALERT: Commonwealth Financial Group will never ask job candidates to pay any kind of fee, make cash or check advancements, cash checks or make an investment in any product or service or provide information such as credit card numbers or banking PIN numbers as part of our hiring process.

If you are contacted by anyone asking for information outlined above it is likely fraudulent. If you have any concerns about the veracity of a request, please contact us directly to verify its legitimacy.