Executive Assistant

Job Title: Project & Administrative Coordinator/ EA

Location: Remote (Northern California) with occasional onsite support in San Francisco or Sacramento

Office Location: San Francisco, CA

Employment Type: Contract-to-Hire

Position Overview

Our client, a family office in San Francisco, is seeking a Project & Administrative Coordinator to provide administrative, project, and data support across the organization. This role is primarily remote for Northern California–based candidates, with occasional onsite support as needed. The position combines administrative execution, project coordination, data management, and systems support, with a strong emphasis on organization, attention to detail, and flexibility.

Approximately 20% of the role will support executive assistant overflow, with the remaining time focused on documentation, data, philanthropy-related projects, and operational coordination.

Key Responsibilities

Administrative & Executive Support (Approx. 20%)

• Assist with executive scheduling, following clear guidance on attendees and timing
• Track meeting requests and event invitations
• Support travel coordination by researching flight and hotel options and drafting itineraries
• Ensure calendar entries include agendas, supporting materials, and travel details
• Provide general document management support

Project & Documentation Support

• Organize and manage documents across multiple locations, consolidating files into a centralized shared drive
• Assist with maintaining clean, complete, and well-organized records
• Support a philanthropy documentation and database project, including:
• Reviewing historical records of philanthropic giving
• Organizing and validating existing documentation
• Compiling grantee profiles with organizational details, past giving history, and impact summaries

Data & Systems Support

• Assist with Salesforce data entry, cleanup, and uploads
• Support data accuracy and consistency across systems

Event Support (As Needed)

• Provide backup in-person support for events if located in San Francisco, including setup, breakdown, guest check-in, and general assistance

Core Competencies & Skills

• Administrative execution: Reliable follow-through on scheduling, requests, and logistics
• Organization & attention to detail: Ability to maintain accurate, complete, and well-structured information
• Logistics & travel coordination: Skilled at researching options and synthesizing clear plans
• Data & documentation management: Comfortable organizing records, identifying gaps, and creating usable summaries
• Systems proficiency: Experience or comfort working in tools such as Salesforce
• Communication: Clear, concise written communication and status updates
• Proactive problem-solving: Anticipates needs and flags potential issues early
• Flexibility: Adaptable, responsive, and willing to support a variety of projects as needed