Executive Assistant - Family Office

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)