Job Description: At Pathstone, our greatest strength is our people. They are the heart of everything we do—seeking to be empathetic, wise, and quietly relentless in their care for others. These are the kind of individuals who listen deeply, act thoughtfully, and show up when it matters most. They come from different places, bring different perspectives, but share a common purpose: to help others live lives of meaning, clarity, and possibility. We don’t just hire talent—we welcome those who lead with character and walk alongside others on the path to their preferred life.
The Workplace Experience Team plays a central role in delivering our firm’s commitment to exceptional service. This team is comprised of highly skilled Client Service Professionals who blend hospitality excellence with operational precision to create a warm, polished, and highly functional environment for our people, our clients, and our leadership.
Every interaction—whether with colleagues, guests, executives, or external partners—reflects our dedication to an elevated, hospitality-driven experience. We approach our work with a service-first mindset, an attentive and anticipatory style, and a strong focus on operational efficiency that ensures the office runs seamlessly.
The Senior Associate will provide administrative support to executive leadership, while acting as the face of the office. The role plays a key part in shaping a refined, welcoming workplace atmosphere by managing day-to-day operations, overseeing premium client experiences, and serving as a primary liaison between team members, leadership, and vendors.
This on-site position (Monday–Friday) is an ideal opportunity for a seasoned professional who thrives in high-touch environments and understands how to balance client hospitality, executive support, and flawless office administration.
Key Responsibilities
Manage daily office operations to ensure a seamless, organized, and professional environment—including supply replenishment, equipment checks, appearance standards, and general workspace upkeep.
Cultivate a warm, welcoming, and hospitality-driven atmosphere, creating a “preferred life” experience for both clients and team members.
Serve as the primary point of contact for all visitors, providing concierge-level support to ensure every guest feels attended to, informed, and valued.
Coordinate all aspects of client visits, including meeting room reservations, catering, technology setup, and personalized hospitality touches.
Support day-to-day office functions, helping to maintain an efficient workplace experience while following established processes and guidance.
Maintain a preferred network of vendor services—including transportation, catering, accommodations, and event partners—to support a premium client experience.
Plan and execute logistics for internal events, offsite meetings, team celebrations, and client appreciation gatherings with a high standard of service.
Provide polished administrative support to senior leadership, managing calendars, schedules, communications, and meeting logistics.
Handle sensitive and confidential information at all times with discretion and professionalism.
Coordinate travel arrangements, including flights, accommodations, and ground transportation, while managing real-time changes and special requests.
Serve as a communication and service liaison across teams to ensure clients experience smooth, cohesive interactions throughout the firm.
Prepare and process expense reports, track invoices, and support office budgeting with a high level of accuracy.
Answer incoming phone calls in a warm, professional manner, routing calls as appropriate and maintaining service request records.
Manage incoming and outgoing mail, packages, documents, and courier deliveries, ensuring accurate internal distribution and maintaining logs for signature-required items.
Support facilities operations by monitoring office conditions, coordinating with vendors, and ensuring the environment remains polished, functional, and guest-ready.
Perform notarizations as needed.
Provide backup administrative support to cross-functional teams (e.g., tax and professional services) for tasks such as mail processing, deposits, and document preparation.
Assist with the coordination and execution of department initiatives and ongoing projects, contributing to efforts that promote consistency and quality of the workplace experience across all Pathstone offices.
Build knowledge of key workplace processes, applying established procedures to support best practices and operational efficiency.
Travel up to 25% as needed to support workplace operations across locations.
Potential to provide day-to-day oversight and task delegation to 1 – 2 Workplace Experience team members, ensuring service standards are consistently executed.
Perform additional duties as required to support a refined, hospitality-forward office environment.
Qualifications
Bachelor’s degree or equivalent combination of education and experience.
3+ years of experience in Hospitality, Office Administration, or Retail, ideally in a premium or client-facing environment required.
Experience supporting executive leadership, including calendar management and travel coordination required.
Exceptional verbal, written, and interpersonal communication skills with a professional, service-driven demeanor.
Proven ability to manage multiple priorities, adapt to shifting demands, and remain calm under pressure.
Demonstrated integrity, sound judgment, and ability to handle confidential information with discretion.
Positive, proactive, and hospitality-minded attitude—no task too big or too small.
Flexible and willing to work overtime when needed.
Strong client-service mindset with the ability to build warm, trusted relationships internally and externally.
Creative, analytical, and solutions-focused thinker with a passion for elevating workplace and client experiences.
Organized, detail-oriented, and able to operate effectively in a fast-paced, high-demand environment with the ability to support multiple high conflicting priorities.
Proficient in Microsoft Office (Outlook, Word, PowerPoint, Excel); experience with Salesforce, Concur, Teams, and OneNote is a plus.
Familiarity with or hands-on experience using AI-powered productivity tools to enhance efficiency, collaboration, and work quality is strongly preferred.
Demonstrated ability to follow detailed instructions and deliver high-quality results.
Must be able to provide professional, elevated-level customer service at all times.
Effective team player with strong collaboration skills.
Ability to lift up to 15 pounds and support general office tasks as needed.
Visa Sponsorship: Please note, we are unable to provide visa sponsorship for the position offered. Accordingly, we are unable to hire individuals who require, or will require, employment visa sponsorship either now or in the future.
Pathstone is proud to be an equal opportunity employer.
As you explore opportunities, know that Pathstone communicates with candidates exclusively through an @pathstone.com email address. We do not make unsolicited job offers, and we will never ask for personal or financial information through email or web forms. If you receive outreach that appears to be from Pathstone but originates from a different domain, please disregard it.
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