Full-Time Executive Assistant at Family Office: $150K+ and Benefits

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The Executive Assistant is primarily responsible for providing executive level administrative support to the Managing Partner and Managing Director, and overseeing day to day office management operations. The Executive Assistant, in partnership with the Director of Human Resources / Business Operations, will be tasked with supporting the administrative team, building enhanced office operational systems, implementing administrative processes, and other ad hoc activities. An executive assistant at the family office is someone who is highly presentable, has impeccable follow through, and has exceptional communication skills (specifically verbal and written etiquette). Start date is flexible for the right candidate. 

RESPONSIBILITIES: 

  • Assist senior team with general administrative duties such as mail distribution (incoming/outgoing mail and packages), creating documents, drafting correspondence, managing company directory and email groups, answering and directing calls, calendar management, scheduling, coordinating travel, maintaining electronic and paper files
  • Support Managing Partner and Director in the administrative execution of personal, professional, and philanthropic endeavors, performing tasks with the utmost discretion, professionalism, and attention to detail
  • Liaise with vendors and other third parties to support the management of various alternative asset classes, including real estate investments and other physical assets
  • Assist in scheduling and organizing company events, off-sites, and meetings with external parties
  • Oversee costs and ensure bills are paid in a timely manner for personal expenditures, internal entities, and general office-related expenses
  • Manage relationship with building management company for San Francisco office – Specific responsibilities include but are not limited to service requests, parking management, building access management, and fire drill administration
  • Prepare monthly expense reports for various senior team members
  • Create business documents and presentations to be shared with principals, department heads, and external stakeholders
  • In partnership with the Director of Human Resources / Business Operations, responsible for overseeing all COVID-19 safety protocols pertaining to the local office (mandatory visitor/employee arrival temperature checks, routine cleaning, ordering PPE, etc.) and staying up-to-date on state/local guidelines
  • Oversee office supplies and ensure that orders are made timely is accordance with the Office Management policy
  • Coordinate conference room spaces and ensure each room is prepared accordingly (ordering food/beverage, setting up meeting materials, etc.)
  • All other duties as assigned

ABOUT YOU: 

You are someone who is passionate about and has commitment to delivering outstanding customer service across the business enterprise. You consider yourself a “people person”; easily able to establish clear communication channels and build relationships with employees, management, outside vendors and industry contacts. You have an excellent ability to use sound judgment and work independently. You have an appreciation for deadlines and a strong ability to not only make your own, but help fellow administration team members and members of management you support, meet theirs. You have exceptional organizational skills and attention to detail. You enjoy learning and have a strong ability to read, analyze and interpret general business periodicals and professional publications. 

Employees at the family office are expected to demonstrate a high level of integrity, mutual respect, professionalism and a commitment to working in partnership with our key stakeholders (guests, customers, business partners, and co-workers).

QUALIFICATIONS:

  • Excellent phone (verbal), written communication, and an ability to recognize potentially sensitive situations and maintain the highest level of confidentiality
  • Expert in Microsoft Word, Excel, Outlook and PowerPoint
  • Excellent knowledge of business management practices and principles
  • High critical thinking, problem solving, and organizational skills
  • Ability to solve practical problems and deal with a variety of concrete variables in situations
  • Ability to effectively and efficiently research and/or present information, respond to questions, and meet deadlines
  • Superior use of discretion and sound business judgement and strong ability to uphold confidentiality

REQUIREMENTS:

  • Bachelor’s degree
  • Prior experience working in investments, financial services, and/or family office environments 
  • 3-4+ references from supervisors in previous positions
  • Seeking longevity/long term commitment (e.g., at least 2-5+ years)
  • Ability to complete extensive background checks, motor vehicle checks (clean driving record), drug tests, and psychological evaluations 
  • COVID-19 vaccinations
  • COVID-19 testing and antibodies testing

COMPENSATION:

  • $150K+ gross annual salary (based on experience and qualifications) 
  • Health insurance coverage (including dental and vision)
  • 401K Plan with 4% Match (Safe Harbor)
  • Vacation days paid
  • Government holidays paid
  • Sick days paid
  • Discretionary annual bonus and raise (performance evaluation required)

 

 

Please read the job description carefully and kindly apply with your cover letter, resume, references (email address and phone number), letter(s) of recommendation, and professional photo if you feel that you meet all of the requirements. We look forward to hearing from you!

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  • ATTACHMENTS

    We require cover letter, resume, references (email addresses, phone numbers required) and letter(s) of recommendation attachments in order to be considered for a position.
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