Executive Assistant

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 competing priorities 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!