Executive Assistant / Office Operations Coordinator

Job Description

Job Description

Executive Assistant / Office Operations Coordinator

About the Opportunity

Our client, a highly respected investment management and advisory firm, is seeking a polished, service-oriented Executive Assistant to support senior leadership and help oversee day-to-day office operations in San Francisco.

This is a highly visible role that combines executive support, office management, reception, event coordination, vendor management, and workplace operations. The ideal candidate thrives in a fast-paced professional environment, enjoys wearing multiple hats, and takes pride in delivering an exceptional experience for colleagues, clients, and visitors.

This is a full-time, onsite position based in the San Francisco Presidio.

Key Responsibilities

Executive Support

• Manage complex calendars, meetings, and scheduling for senior leadership
• Coordinate domestic and international travel arrangements and prepare expense reports
• Draft, edit, and prepare correspondence, presentations, and business documents
• Serve as a primary point of contact for internal and external stakeholders
• Anticipate executive needs and proactively provide administrative support
• Assist team members with special projects and operational initiatives

Office Operations & Reception

• Greet clients, guests, and visitors while maintaining a professional front-office presence
• Answer and direct incoming calls
• Ensure conference rooms, reception areas, and shared spaces are organized and presentation-ready
• Support meeting logistics, conference calls, and presentation technology setup
• Coordinate incoming and outgoing mail, packages, and deliveries
• Manage office supplies, inventory, and vendor relationships

Events & Hospitality

• Coordinate internal meetings, client events, and office gatherings
• Manage catering orders and food service logistics
• Maintain kitchen and shared workplace amenities
• Assist with event planning, setup, and execution, including occasional evening events

CRM & Administrative Support

• Maintain accurate contact records and activity tracking within CRM systems
• Update meeting notes, business development activities, and event information
• Support reporting, dashboards, and administrative processes as needed

Qualifications

• 2+ years of executive assistant, office manager, administrative, or related experience
• Bachelor's degree preferred
• Exceptional customer service and interpersonal skills
• Strong organizational abilities with outstanding attention to detail
• Ability to manage multiple priorities and meet deadlines
• Excellent written and verbal communication skills
• High level of professionalism, discretion, and judgment when handling confidential information
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel
• Experience with CRM platforms such as Salesforce is a plus
• Ability to work onsite in San Francisco

What Makes This Opportunity Attractive

• Exposure to senior leadership and decision-makers
• Broad, visible role with significant responsibility and variety
• Collaborative, professional work environment
• Opportunity to make a meaningful impact on office culture and operations
• Stable and respected organization with a strong commitment to client service