Executive/Personal Assistant - Investment Firm

Executive / Personal Assistant - Prestigious Investment Firm, SF Office

$120k-140k

We are seeking a dedicated, sharp, experienced, and professional Executive Assistant to support a Managing Director on our investment team in San Francisco. We are interested in seeing candidates who have supported UHNWI out of a family office or business entity. This position will handle core Executive Assistant administrative and support duties as well as a wide array of other responsibilities including data management and special projects. Responsiveness, effective multitasking, a strong work ethic confidentiality, and sound judgment are imperative to success. The Executive Assistant will also collaborate closely with other members of the Investment Team and other colleagues.

Principal Responsibilities:

• Provide holistic administrative support for the Managing Director and team members.
• Own and manage complex high-volume calendaring across multiple time zones.
• Ensure seamless flow of the Managing Director’s daily activities.
• Anticipate needs and proactively solve problems.
• Act as a gatekeeper and time management partner to ensure effective prioritization, including managing communication and requests and helping to align priorities.
• Act as a trusted partner and sounding board.
• Be highly dependable and consistently reachable, with the ability to respond promptly to time- sensitive matters outside of “regular” business hours.
• Coordinate internal and external meetings, including compiling and distributing meeting materials.
• Arrange extensive domestic and international travel.
• Document and refine operational processes to increase efficiency across the Investment team.
• Manage and process monthly expense reports.
• Collaborate closely with other executive assistants and operations partners to ensure firm-wide alignment and coverage.

Qualifications:

• 5+ years in an executive support role, with significant experience in managing complex calendars, travel, and daily administrative operations.
• Experience supporting a Managing Director-level principal and team preferred.
• 3+ years of experience working in a Finance Services environment strongly preferred.
• Desire to learn and work in an entrepreneurial, high pressure, ever-changing environment.
• Highly motivated, self-driven, solution and detail oriented.
• Thorough attention to detail and superior communication skills.
• Strong time management skills: ability to handle multiple concurrent assignments with a high degree of accuracy and meet deadlines in a high-pressure environment.
• Ability to think independently and provide creative solutions.
• Strong emotional intelligence and ability to diplomatically navigate complex situations.
• Positive attitude -- no task is too big or too small.
• Experience with Microsoft Office; experience with Salesforce ideal.

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