What are the responsibilities and job description for the Executive Assistant / Office Operations Coordinator position at Evolve Talent Partners?
Executive Assistant / Office Operations Coordinator
About the Opportunity
Our client, a highly respected investment management and advisory firm, is seeking a polished, service-oriented Executive Assistant to support senior leadership and help oversee day-to-day office operations in San Francisco.
This is a highly visible role that combines executive support, office management, reception, event coordination, vendor management, and workplace operations. The ideal candidate thrives in a fast-paced professional environment, enjoys wearing multiple hats, and takes pride in delivering an exceptional experience for colleagues, clients, and visitors.
This is a full-time, onsite position based in the San Francisco Presidio.
Key Responsibilities
Executive Support
- Manage complex calendars, meetings, and scheduling for senior leadership
- Coordinate domestic and international travel arrangements and prepare expense reports
- Draft, edit, and prepare correspondence, presentations, and business documents
- Serve as a primary point of contact for internal and external stakeholders
- Anticipate executive needs and proactively provide administrative support
- Assist team members with special projects and operational initiatives
Office Operations & Reception
- Greet clients, guests, and visitors while maintaining a professional front-office presence
- Answer and direct incoming calls
- Ensure conference rooms, reception areas, and shared spaces are organized and presentation-ready
- Support meeting logistics, conference calls, and presentation technology setup
- Coordinate incoming and outgoing mail, packages, and deliveries
- Manage office supplies, inventory, and vendor relationships
Events & Hospitality
- Coordinate internal meetings, client events, and office gatherings
- Manage catering orders and food service logistics
- Maintain kitchen and shared workplace amenities
- Assist with event planning, setup, and execution, including occasional evening events
CRM & Administrative Support
- Maintain accurate contact records and activity tracking within CRM systems
- Update meeting notes, business development activities, and event information
- Support reporting, dashboards, and administrative processes as needed
Qualifications
- 2 years of executive assistant, office manager, administrative, or related experience
- Bachelor's degree preferred
- Exceptional customer service and interpersonal skills
- Strong organizational abilities with outstanding attention to detail
- Ability to manage multiple priorities and meet deadlines
- Excellent written and verbal communication skills
- High level of professionalism, discretion, and judgment when handling confidential information
- Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel
- Experience with CRM platforms such as Salesforce is a plus
- Ability to work onsite in San Francisco
What Makes This Opportunity Attractive
- Exposure to senior leadership and decision-makers
- Broad, visible role with significant responsibility and variety
- Collaborative, professional work environment
- Opportunity to make a meaningful impact on office culture and operations
- Stable and respected organization with a strong commitment to client service