Executive Assistant to Principal at Family Office

Executive Assistant

Family office is looking for an experienced Executive Assistant to support the Principal. This is a great opportunity to join a small collaborative team and act as a true partner. In this role, you will own various responsibilities across executive support, real estate, financials, and project management. You'll manage the Principal's calendar and travel, serve as their proxy with stakeholders, oversee and coordinate with vendors and property managers across multiple properties, and lead projects including renovations and financial reconciliations. Someone who can think strategically, anticipate needs, and be an effective executor while keeping the team well-informed of ongoing initiatives. Must be detail-oriented, intellectually curious, tech-savvy, with excitement to implement AI tools, and comfortable with varietyevery day brings new projects and challenges. This is an in-office role based in San Francisco. There will be weekly travel to the North Bay, with flexibility for additional trips as needs evolve. 140-170K+ DOE + benefits, 401k w/ matching, and 2 weeks PTO.

Responsibilities:

• Serve as the Principal's right hand, handling daily administrative and operational needs.
• Manage and oversee the Principal's calendar to keep priorities at the forefront of the schedule.
• Coordinate travel and trip logistics.
• Offer guidance, problem-solving, and execution support across a wide range of initiatives.
• Direct administrative functions spanning a varied portfolio that includes commercial, residential, ranch, and rental properties.
• Coordinate with property managers, on-site personnel, builders, and other service vendors to keep every property operating smoothly. Stay in consistent contact to ensure operations run seamlessly and assets are maintained.
• Assist with tenant relations by providing background, supporting documents, and correspondence as situations require.
• Track and organize vendor contracts, performance data, insurance paperwork, and regulatory compliance materials. Vet potential opportunities, partnerships, and vendor relationships.
• Partner with accounting firms on budgeting, forecasting, and property-by-property reporting. Handle payment processing and account reconciliation, and take the lead on quarterly and year-end financial close procedures. Ensure financial records remain accurate, current, and well-structured. Identify opportunities to refine accounting workflows and strengthen financial reporting tools.
• Oversee event planning and logistics at every scale, with flexibility to put in extended hours when urgent matters come up.
• Develop and continuously improve administrative systems, tools, and procedures.
• Keep stakeholders updated throughout project timelines while balancing competing priorities and deadlines.

Qualifications:

• 7+ years of previous experience as an Executive Assistant, Operations, or similar roles, ideally in a family office, real estate, or similar environments.
• Track record of successfully managing complex initiatives from conception through completion.
• Strong organizational skills and ability to coordinate across multiple teams and functions.
• Creative, systems-oriented problem-solver who can navigate ambiguity and drive practical solutions.
• Excellent communication and interpersonal abilities; comfortable interfacing professionally with diverse external stakeholders.
• Strong understanding of financial processes, budgeting, reporting, and vendor/contract management.