Executive Assistant to Principal at Multi-property Family Office

Multi-property family office is looking for an experienced Executive Assistant to support the Principal. This is a great opportunity to join a creative, collaborative team of 6. In this role, you will own diverse responsibilities across executive support, real estate asset management, financial coordination, and project management. You'll manage the Principal's calendar and travel, serve as their administrative proxy, oversee coordination with property managers and vendors across multiple properties, and lead projects including property renovations and financial reconciliations. Someone who can think strategically, anticipate needs, be an effective executor, and provide regular updates and recaps on ongoing initiatives. Must be detail-oriented, intellectually curious, tech-savvy with excitement to implement AI tools, and comfortable with variety—every day brings fresh projects and new challenges. This is a primarily in-office role based in San Francisco in Jackson Square. There will be travel to the Sonoma area 1x/week (team does carpool), and must be flexible for more as needs evolve at the property K+ DOE + benefits, 401k w/ matching, and 2 weeks PTO.

Responsibilities:

• Function as the Principal's key administrative partner, managing day-to-day operational needs and ensuring continuity when the principal is unavailable.
• Liaise with property managers, engineering teams, and on-site staff to keep all properties running effectively.
• Provide strategic counsel, thoughtful problem-solving, and dependable implementation support.
• Manage event planning and logistics across various scales; be available to work extended hours when time-sensitive needs arise.
• Oversee administrative functions across a diverse portfolio of commercial, residential, ranch, and vacation rental properties.
• Maintain regular communication with property managers, contractors, ranch teams, and external vendors to ensure smooth operations and proper asset maintenance.
• Support tenant relations by providing context, documentation, and executive-level correspondence when needed.
• Monitor and maintain organized records of all vendor agreements, performance metrics, insurance documentation, and regulatory compliance across properties.
• Work with external accounting partners on budget planning, forecasting, and property-level reporting.
• Manage payment processing and reconciliation; lead quarterly and annual financial closing procedures.
• Maintain accuracy and proper organization of financial records.
• Identify opportunities to streamline accounting workflows and enhance financial reporting systems.
• Lead cross-functional initiatives aimed at improving operational efficiency and reducing costs.
• Build and refine administrative systems, tools, and processes to enhance overall effectiveness.
• Evaluate new opportunities, partnerships, and vendor relationships through a thoughtful evaluation process.
• Keep stakeholders informed throughout project lifecycles while managing competing priorities and timelines.

Qualifications:

• 7+ years of previous experience in executive support, operations, or administrative roles, ideally in a family office, real estate, or similar sophisticated environment.
• Strong grasp of financial processes, budgeting, reporting, and vendor/contract management.
• Track record of successfully managing complex initiatives from conception through completion.
• Strong organizational skills and ability to coordinate across multiple teams and functions.
• Creative, systems-oriented problem-solver who can navigate ambiguity and drive practical solutions.
• Excellent communication and interpersonal abilities; comfortable interfacing professionally with diverse external stakeholders.