Job Description
Our client, a global investment firm, is seeking an Executive Assistant/ Office Manager to help launch their San Francisco office. This role will support a senior executive and partner closely with global leadership and the broader administrative team. The ideal candidate will be energetic, highly organized, collaborative, resourceful, and able to manage multiple priorities with exceptional follow-through. Strong communication skills, professionalism, and flexibility are essential. This is a fast-paced, high-ownership position and a fantastic opportunity to help get an office off the ground and contribute to growth.
RESPONSIBILITIES - Manage complex, high-volume calendars
- Coordinate meetings, roadshows, and conferences, including preparation of materials (PPT editing, research, printing, etc.)
- Arrange detailed domestic and international travel (flights, hotels, ground transport, itineraries, security, contingencies)
- Drive logistics for special initiatives, events, and vendor relationships; track all follow-ups to completion
- Prepare and submit expense reports
- Draft, prepare, and manage correspondence, reports, and documents
- Track contacts and projects within the CRM system
- Oversee office management, including opening and setting up a new office, liaising with building management, and managing vendors
- Coordinate with IT provider on issues and technology needs
- Manage office inventory, ordering, and stocking
- Ensure conference rooms are prepared for meetings
- Manage incoming and outgoing mail
- Communicate with a variety of external stakeholders
- Liaise with European HQ for onboarding of new hires
- Handle ongoing ad hoc projects and special assignments as needed
REQUIREMENTS - 7–10+ years of administrative experience in a fast-paced environment; experience out of finance is required
- Ability to handle confidential information with discretion and professionalism
- Excellent communication skills (written and verbal), strong organizational and multitasking abilities
- Proactive, motivated, and solutions-oriented “no task too big or too small” mindset
- High degree of flexibility and adaptability
- Ability to remain calm and composed during demanding periods
- Mature, energetic, hard-working, and committed
- Proficiency in Microsoft Office Suite
SALARY $125-170K (DOE) + Fully covered benefits + Discretionary bonus opportunity
HOURS 8:30am – 5/ 5:30pm, with flexibility as needed.
The role will begin as remote for ~1 month and upon securing office space, the role will move to M-Th in person, on site and WFH on Fridays.
Successful candidate must have a 24/7 mentality
#IND2
Job Tags
Work at office, Remote work, Work from home,