Accounting, Administrative Skills, Billing, Calendar Management, Communication Skills, Detail Oriented, Driver's License, Executive Assistant Skills , Finance, Leadership, Logistics, Microsoft Office, Multitasking, Operational Support, Organizational Skills, Presentation/Verbal Skills, Record Keeping, Reimbursement, Vendor/Supplier Relations, Willing to Travel, Writing Skills
Executive Assistant
We are seeking a highly organized, proactive, and discreet Executive Assistant to support senior leadership for a long-standing client within a family office environment. This role requires exceptional judgment, attention to detail, and the ability to manage competingpriorities in a fast-paced, high-touch setting. The ideal candidate is service-oriented, adaptable, and thrives in a role that blends executive, personal, and operational support.
Key Responsibilities
Executive Support
- Manage complex calendars, scheduling across multiple time zones, and coordinate internal and external meetings
- Serve as a trusted gatekeeper, handling communications with professionalism and discretion
- Prepare meeting materials, agendas, and follow-ups; track action items to completion
- Handle sensitive and confidential information with the highest level of integrity
Administrative & Operational Support
- Coordinate domestic and international travel, including detailed itineraries and logistics
- Process expenses, invoices, and reimbursements; liaise with accounting and finance teams as needed
- Assist with document preparation, filing, and record-keeping
- Support ad-hoc projects and special initiatives as requested
Personal & Lifestyle Support (as needed)
- Assist with select personal matters such as appointments, events, and household-related coordination
- Interface with vendors, service providers, and external partners on behalf of the principal(s)
Qualifications
- 5+ years of experience as an Executive Assistant, ideally within a family office, investment firm, private equity, or similar high-performance environment
- Exceptional organizational skills and ability to manage multiple priorities with minimal supervision
- Strong written and verbal communication skills
- High level of emotional intelligence, professionalism, and sound judgment
- Proficiency in Microsoft Office, Google Workspace, and scheduling tools
- Flexible mindset and willingness to adapt to evolving needs
- Legally Authorized to work in the United States
- Must provide professional references and pass an extensive background check
- Must be local to the Bay Area, or planning to relocate already - no relocation assistance is offered
- Access to a reliable vehicle and a valid driver's license
Personal Attributes
- Proactive, resourceful, and solution-oriented
- Calm under pressure with a strong sense of ownership
- Detail-oriented with a commitment to excellence
- Trustworthy, discreet, and respectful of confidentiality
Benefits
- Medical, dental, and vision insurance (100% of employee premiums covered, 50% dependent premium coverage for medical, dental, and vision)
- SIMPLE IRA with up to 3% employer match
- 120 hours paid vacation per year (carry over cap of 210 hours)
- 72 hours paid sick time per year
- 11 paid company holidays
- Plus more!