Executive Personal Assistant

5 days ago

Menlo Park, United States Hire Society Full time

A busy and private family office seeks an experienced, poised, efficient, and resourceful Executive Personal Assistant to support the Chief of Staff and Principals. The ideal candidate must be skilled at prioritization and effective communication with the ability to complete tasks in a timely manner with minimal supervision and direction. A strong ability to problem solve and anticipate needs is essential to this role. This candidate must be effective at working independently, multitasking with extensive responsibilities, and an ever-changing list of priorities with a “get it done” and “no job is too big or too small” attitude. Core responsibilities include but are not limited to administrative support, scheduling, complex calendar management across time zones, researching and arranging domestic and international travel and accommodations often on short notice and at times outside of business hours, maintaining all files in an organized and discreet manner, working with vendors and service providers, correspondence, executing events, property oversight, errands, and additional ad hoc tasks. This is a mostly remote position that consists of a 5-day flex schedule (generally Monday to Friday) with flexibility to travel to the Principals’ Menlo Park area residence and run errands as needed. Flexibility to work occasional weekends, evenings, and travel as needed is a requirement for this role. This position will support and report to senior staff and Principals. ***Although this position is 90% remote this position requires occasional onsite support and travel. Local Bay Area candidates are strongly preferred and no relocation assistance is available for this opportunity.


Responsibilities include, but are not limited to:

• Proactively manage complex and ever-changing calendars for business and personal matters across multiple time zones; facilitate all appointments, reservations, meetings, and calls

• Arrange domestic and international travel and accommodations, often on short notice and occasionally outside of business hours;

• Travel research into flights, accommodations, dining, activities, etc. including work with a concierge company to help curate itineraries

• Assist with coordinating and overseeing all internal and external events of varying scales

• Create and implement systems to increase efficiency and effectiveness of administrative processes

• Maintain and organize personal files with sensitivity and ability to hold confidential information

• Property management oversight (vendor management, coordinating repairs, stock procurement, groceries, etc.)

• Run errands as needed

• Timely responsiveness outside of “regular” business hours

• Work remotely 90%+ of the time and travel to Menlo Park area residence and other residences for meetings, home preparedness and management, meet with vendors, etc.

• Support the Chief of Staff with administrative and ad hoc tasks

• Manage special projects as needed and upon request

• Miscellaneous additional Executive Personal Assistant responsibilities as needed and requested

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