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Executive Support Specialist
1 month ago
We are seeking a highly organized and proactive Senior Personal Assistant to support one of our principals. The role focuses on maintaining efficiency, attention to detail, and professionalism in managing schedules, travel arrangements, and administrative tasks.
Key Responsibilities:- Provide comprehensive support to the principal, managing calendars, scheduling appointments, and coordinating meetings across multiple time zones.
- Handle travel arrangements, including booking private/commercial flights, accommodations, ground transportation, and visa requirements, ensuring smooth travel experiences.
- Coordinate professional meetings and events, including parties for 100+ guests.
- Serve as a point of contact between the principal, family office, and external stakeholders, handling inquiries and correspondence with professionalism.
- Maintain accurate records and databases, including contact lists, expense reports, and travel itineraries.
- Assist with special projects and initiatives as assigned by the principal or CEO, showing adaptability to changing priorities.
- Collaborate with Family Office team members, remote colleagues, and external vendors to ensure seamless coordination of the principal's professional and personal lives.
- Uphold the highest standards of professionalism, integrity, and confidentiality in all interactions.
- 8+ years of previous experience as a Personal Assistant or in executive support, preferably in fast-paced, dynamic environments.
- Sincere willingness to help with a proactive, hands-on mentality; no task is too big or small.
- Strong diplomacy, discretion, and the ability to build relationships at all levels.
- Exceptional organizational skills with a focus on prioritization and managing competing demands efficiently.
- Superior attention to detail, particularly in managing complex calendars, travel itineraries, and logistics.
- Excellent written and verbal communication skills.
- Experience working across time zones, coordinating meetings and appointments.
- Proficiency with travel booking platforms, including handling private chartered travel.
- Strong technical skills (Apple OS, Google Workspace, 1Password, Dropbox, Zoom, WhatsApp) and a quick learner with new software or apps.
- Comfort in working asynchronously in a paperless, tech-savvy environment.
- Ability to work independently and as part of a team, showing resourcefulness, adaptability, and initiative.
- Discretion and confidentiality in handling sensitive information.
- Flexibility to accommodate occasional after-hours or weekend work based on the principal's needs.
- Willingness to operate in a structured environment with specific, detailed guidelines.
San Francisco, hybrid remote (must be able to work from principal's home when needed)
Typical Schedule: Monday - Friday with flexibility for evenings and weekends as needed.
Benefits:Salary: DOE, health benefits, dental & vision, unlimited PTO + 401k
