Executive Assistant, Office Operations

Location: San Francisco, CA

Hours: 40 hours/week with flexibility for extra hours during busy periods or when the Principal is in town

About the Company

Our client is a sophisticated family office investment platform originally established in London, now expanding its presence into San Francisco. The firm is currently launching a new discretionary investment fund exclusively focused on private market AI investments and is building out a U.S. affiliated, and its first U.S. office, to support continued growth.

The London headquarters currently consists of an experienced investment and operations team, including Executive Assistants and lifestyle support professionals. The San Francisco office will initially serve as a satellite office before transitioning into a permanent location and scaling into a larger U.S. operation.

This is a rare opportunity to join a highly entrepreneurial and globally connected investment platform at an early stage and help establish the foundation of the firms U.S. presence.

Position Overview

The firm is seeking a polished, highly adaptable Executive Assistant / Office Manager to support the Founder and his advisors, while helping coordinate day-to-day operations for the San Francisco office. This role will work closely in tandem with the London-based support team and requires someone who is highly perceptive and organized, who can collaborative effectively, anticipate needs, and operate confidently with limited direction.

The ideal candidate is proactive, quick-minded, resourceful and has a low ego. This requires someone capable of providing exceptional service, flexibility, and discretion and demonstrates practical decision-making and sound business judgment in fast paced, high-touch environments.

This position offers the opportunity to help build a new office from the ground up and grow alongside a rapidly expanding AI-focused investment platform.

Key Responsibilities

Executive Support

• Manage complex calendars and scheduling across multiple time zones
• Coordinate extensive travel arrangements and logistics
• Organize meetings, dinners, and events
• Take meeting notes and track follow-up items
• Handle expense management, budgeting support, and oversight of banking activities
• Manage purchasing and ad hoc requests for the Founder and Advisors.
• Prioritize and triage competing demands in a fast-moving environment
• Coordinate communication between Principals and internal/external stakeholders
• Maintain the Founder's CRM system, including data entry and upkeep of contacts
• Anticipate needs and proactively solve problems with minimal guidance
• Ensure seamless coordination with the London-based support team regarding the Founders schedule and priorities
• Provide high-touch personal and lifestyle support as needed
• Oversee gifting end-to-end, from selecting appropriate items to managing delivery
• Book personal appointments and reservations, and coordinate medical, fitness, and wellness-related tasks
• Manage pet-related tasks, including pet travel arrangements
• Coordinate with advisors and external contacts
• Assist with personal scheduling and logistics, including support for the Founder's partner as needed

Office Management

• Support the setup and day-to-day operations of the San Francisco office
• Coordinate office vendors and supplies
• Maintain shared spaces and office organization
• Assist with onboarding and operational support as the office scales

Qualifications

• Bachelors degree required
• 515 years of Executive Assistant and/or Office Management experience
• Experience supporting high-level executives, founders, or principals preferred
• Background supporting investment firms, venture capital, private equity, hedge funds, or family offices strongly preferred
• Familiarity with venture capital and investment terminology is highly desirable
• High level of emotional intelligence, business acumen, and common sense to daily operations
• Ability to navigate ambiguity with confidence, initiative, and practical reasoning
• Highly polished communication and organizational skills
• Comfortable working flexible hours when required
• Strong attention to detail and discretion
• Experience working alongside global teams and across time zones preferred
• Accounting or finance exposure is a plus but not required
• Comfortable in startup-like environments with evolving structure
• Exercises thoughtful judgment in curating dining and lifestyle arrangements that reflect the Founders standards and preferences

Culture

• Culture sits at the heart of how the company operates. The team values integrity, curiosity, creativity, and kindness, and fosters an inclusive environment where people can bring their whole selves to work. Colleagues go the extra mile, operate with optimism and precision, and work openly and collaboratively to achieve exceptional outcomes.