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Executive Assistant - Family Office

  • Executive Assistant
  • Full-time
  • San Mateo, CA
  • Hybrid
  • 80K - 110K USD a year

Executive Assistant - Family Office

 

We are seeking an experienced and highly organized Executive Assistant to support the CEO and COO of a busy family office near San Mateo. The ideal candidate will possess exceptional communication skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment while providing concierge-level support.

 

Responsibilities:

  • Manage complex calendars and schedules for the CEO and COO

  • Book and manage personal appointments for Principals including restaurant reservations, doctors appointments etc.

  • Coordinate domestic and international travel arrangements, including private aviation and luxury accommodations

  • Liaise with Fixed Base Operators (FBOs), yacht captains, and property managers to ensure seamless preparation for the family's arrival at various destinations

  • Communicate effectively with a wide range of service providers, including accountants, lawyers, and other professionals

  • Assist with the management and execution of the family's gift program

  • Prepare and manage correspondence, reports, and presentations with a high level of detail and accuracy

  • Act as a primary point of contact for internal and external stakeholders

  • Maintain strict confidentiality and handle sensitive information with discretion

  • Coordinate scheduling, travel and administrative support as needed for Principals and their family. 

 

Qualifications:

  • Bachelor's degree preferred

  • Minimum of 5 years of experience as an Executive Assistant, preferably within a family office or high-net-worth environment

  • Experience working with private aviation, yachts, and luxury properties

  • Exceptional verbal and written communication skills

  • Strong organizational and time management abilities

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

  • Experience with travel booking and expense reporting

  • Ability to work independently and collaborate effectively with a team

  • Flexibility to adapt to changing priorities and work outside of regular business hours when necessary

  • Discretion and confidentiality are a must

  • Keen attention to detail and ability to manage tasks with a high level of precision

 

Workplace Type: Hybrid (2-3 days per week in office, rest are remote)

Remote restrictions

  • Must be a resident of United States