Executive Personal Assistant

Executive + Personal Assistant

Location: San Francisco, CA

Position Overview

We are seeking an exceptional Executive + Personal Assistant to provide high-level support across professional and personal domains for two active principals.

This is not a traditional EA role, nor is it purely personal assistance. It sits at the critical intersection of business-adjacent personal work managing complex investments, overseeing construction projects, coordinating properties across multiple countries, and handling the sophisticated financial operations of principals in their growth stage, not retirement.

About the Principals

Primary Principal: Serial entrepreneur on his third company, having recently exited his second venture. Has 15 years of experience working with assistants and deeply values the partnership. Recently raised $15M for new venture (6 weeks old, team of 4-5 people). Manages personal investment portfolio of 120+ companies. Splits time between San Francisco, New Zealand, and Europe. Building a new construction project in New Zealand while managing multiple existing properties. Values attention to detail, autonomous problem-solving, and people who proactively manage him up.

Secondary Principal: Fund manager running a $600M first fund. Has her own dedicated EA for fund operations but needs complementary personal support. Together they navigate the complexity of being a high-performing couple in the growth stage of their careers.

Key Characteristics of This Role

• Business-adjacent focus: 60-70% of work involves managing personal investments, property development, financial coordination, and business ventures outside the primary company
• Growing executive support: Currently light (early-stage startup with 4-5 people) but will scale significantly over the next 6-12 months as the company grows
• Dual principal support: Primary focus on CEO, with meaningful support for his partner (complementing her existing EA)
• Global complexity: Managing properties, investments, and operations across San Francisco, New Zealand, Europe, and other international locations
• High autonomy required: This role demands someone who can proactively manage projects, make independent decisions, and only escalate when truly necessary

Core ResponsibilitiesInvestment & Financial Coordination

• Coordinate closing of personal startup investments and venture deals across the company portfolio, executing wire transfers for investments and property transactions, and handling all legal paperwork and documentation
• Track investment performance, maintain detailed portfolio records, and manage ongoing relationships with portfolio company CEOs and founders
• Support the establishment and administration of a formal investment fund structure
• Oversee monthly bookkeeping and financial reconciliation across personal and business accounts, coordinating with tax advisors, CPAs, and financial managers on complex tax matters and optimization strategies

Property & Construction Management

• Oversee all aspects of property development and construction projects, including serving as primary point of contact for new beachfront build in New Zealand and managing architects, builders, contractors, and interior designers
• Coordinate acquisition of investment properties and art, handling due diligence, closing processes, and ongoing asset management
• Manage multiple properties globally including tenant relationships, lease agreements, maintenance coordination, and systems optimization
• Ensure all properties remain guest-ready with proactive preparation for principal arrivals

Executive & Professional Support (Growing)

• Manage and optimize CEO calendar as company scales, ensuring time alignment with strategic priorities and coordinating complex domestic and international travel with contingency planning
• Prepare comprehensive briefing materials, itineraries, and arrange public speaking engagements, keynote presentations, and conference logistics
• Proactively identify and schedule business-adjacent opportunities during travel (e.g., connecting investment meetings in Zurich, suggesting strategic stops in Milan)
• Maintain robust business knowledge base, liaise with early-stage team (currently 4-5 people, growing rapidly), and support office setup and systems implementation
• Coordinate professional events, fundraising activities, and business entertainment

Household & Personal Operations

• Proactively identify, implement, and manage household staff and systems to enhance quality of life, including hiring and overseeing housekeepers, chefs, and other support personnel
• Coordinate complex personal travel planning, personal appointments, medical scheduling, and health-related logistics with meticulous attention to detail
• Manage personal assets (vehicles, insurance policies, renewals), maintain organized filing systems (physical and digital), and process mail ensuring document accessibility
• Support dietary preferences, health optimization initiatives, gift-giving strategy, and handle package deliveries, returns, and errands as needed

Couple & Family Support

• Coordinate joint activities, travel, and planning for the couple
• Support partner's personal needs while complementing her existing EA (who handles her fund operations)
• Plan date nights, special occasions, and personal celebrations
• Manage shared household decisions and family office coordination

Ideal Candidate ProfileExperience & Background

• Minimum 7-10 years supporting C-level executives, HNW individuals or principals at family offices
• Strong preference for candidates with family office experience managing multiple complex estates, investments, and properties globally
• Experience supporting principals who are actively building. Someone who understands the unique demands of growth-stage entrepreneurs and investors
• Demonstrated expertise in financial coordination including wire transfers, investment paperwork, bookkeeping, and working with CPAs/tax advisors
• Background in startup environments or venture capital/private equity settings is a significant plus
• Exceptional attention to detail, plug-and-play readiness, high-level intuition, proactive problem-solving and systems thinking:
• Technical proficiency:
• Google Workspace: Calendar, Gmail, Drive, Docs, Sheets (expert-level required), Slides.
• Slack (internal team coordination).
• Project & Task Tools: Asana, Notion, Todoist, Linear, ClickUp, or similar.
• Scheduling Tools: Calendly, Cron, Vimcal, or equivalent.
• Travel Tools: TripActions/NAVAN, Google Travel, airline portals, Uber/Lyft.
• File & Knowledge Systems: Notion, Dropbox, Google Drive organization

Compensation and Benefits

• Compensation: $150,000-$250,000 base salary depending on experience and seniority, plus benefits.
• Healthcare benefits + Dental and vision
• Occasional travel to other company offices and team offsites.

Job Type: Full-time

Pay: $150,000.00 - $250,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person