Associate, Professional Advisor Relations

Position Summary:

Professional Advisor Relations at the Boston Foundation focuses on partnering with trusted advisors to help them meet the philanthropic needs of their clients and strengthen high‑impact charitable giving across Greater Boston.

The Associate, Professional Advisor Relations plays a critical role by providing essential administrative, operational, and coordination support to advance The Boston Foundation’s strategy for engaging professional advisors. Reporting to the Senior Director, this role ensures smooth day‑to‑day operations of the Professional Advisor Relations function through maintaining accurate records, preparing materials, supporting communications workflows, organizing events, and facilitating internal collaboration.

Success in this role requires strong organizational and administrative skills, attention to detail, discretion, and the ability to manage multiple tasks. 

Essential Functions:

Administrative & Operational Support

• Manage calendars, scheduling, travel coordination, and expense reporting for the Senior Director;
• Prepare agendas, compile meeting materials, take detailed notes, and track follow-up‑ actions for internal and external meetings; and
• Maintain organized digital files, shared drives, and administrative systems to ensure easy access to key documents.

Professional Advisor Engagement Support

• Assist with coordination and documentation of outreach, meetings, and relationship building efforts with wealth managers, attorneys, accountants, family offices, and other professional advisors;
• Prepare briefing documents, background summaries, and follow-up correspondence;
• Conduct basic research to support prospecting and advisor identification; and
• Track and document referral activity and related data to ensure accurate reporting.

Communications Support

• Coordinate production and distribution of advisor facing communications, including event invitations, email updates, and collateral materials;
• Assist with proofreading, formatting, and ensuring brand consistency across materials;
• Monitor inboxes, inquiries, and communications workflows to support timely responses; and
• Maintain updated advisor contact lists and support CRM data hygiene for marketing communications.

Events & Convenings

• Lead administrative coordination for advisor focused events, including scheduling, invitations, RSVPs, materials preparation, and day of logistics;
• Maintain detailed event timelines and task lists to ensure smooth execution;
• Serve as on‑site support for events, including occasional early morning or evening commitments; and
• Support venue coordination, catering arrangements, and technology setup in partnership with internal teams. 

Data, Reporting & Systems

• Maintain accurate and up to date records of advisor interactions in Salesforce and related systems;
• Run routine reports to support tracking engagement activity and referrals;
• Ensure data integrity by following established procedures and collaborating with database administration colleagues; and
• Support preparation of internal dashboards or summaries that inform departmental planning. 

Cross Functional Collaboration

• Work closely with teams across Philanthropy, Marketing & Communications, Finance, and Events to ensure seamless administrative and operational support;
• Serve as a key contact for internal coordination to ensure consistent preparation, communication, and follow through; 
• Provide support to the Senior Director, Planned Giving, as needed, with a focus on tasks associated with cultivating professional advisors as a referral source; and
• Contribute to special projects, process improvements, and department wide initiatives as assigned.

Other Duties and Responsibilities:

• Individuals assigned to this position may perform other duties as assigned

Qualifications

Preparation, Knowledge, Previous Experience:

• College degree or equivalent experience; and
• At least 2 years of office-based administrative work experience.

Skills, Abilities, Competencies:

• Solid organization skills and impeccable attention to detail and accuracy;
• Excellent written and verbal skills and 
• Strong customer service orientation;
• Excellent writing, proofreading and editing skills;
• Knowledge of non-profit administration is a plus;
• Strong knowledge of Microsoft Office products - especially Word, Excel, Outlook and Power Point; 
• Database experience, especially Salesforce strongly preferred;
• Excellent data management and reporting skills;
• Professional and mature interpersonal work style, ability to interact well with a diverse range of people;
• Ability to adjust work activity to various management styles;
• Ability to make decisions regarding organizing own workload and managing multiple tasks;
• Must be independent, proactive and able to work under the pressure of tight deadlines;
• Participatory work style; team player;
• Ability to give and receive feedback;
• Willingness and ability to work outside the regularly scheduled work day as needed;
• Strong goal orientation with flexibility to adapt to changing priorities; and
• Willingness and ability to handle confidential information.

Working Conditions & Physical Demands:

• Ability to work at workstation for long periods of time;
• Ability to work on site and/or remotely, as required; and
• Ability to use a keyboard for extended periods of time.

The content is intended to describe the general nature and level of work being performed by persons assigned to this job. It is not intended to constitute an exhaustive list of all responsibilities and duties required.

External and internal applicants, as well as position incumbents, who are or become disabled as defined under the Americans with Disabilities Act or applicable state law, must be able to perform the essential functions of the job (including those listed above) either with or without reasonable accommodation. Reasonable accommodation, if any, will be determined by management in consultation with the employee on a case-by-case basis.

This job description is intended to be general and may be revised from time to time. At management’s discretion, the employee may be assigned different or additional duties from time to time.