Executive Assistant

Executive Assistant to the CFO & Director of Advisory Services

Location

San Francisco Bay Area | Full-Time

Hybrid schedule with a minimum of three days per week in-office. Additional in-office days may be required when executives are present or business needs dictate.

About the Opportunity

A large single-family office is seeking a highly organized, proactive, and professional Executive Assistant to support the Chief Financial Officer and Director of Advisory Services. Reporting to the Operations Director, this individual will serve as a trusted partner to senior leadership while collaborating closely with finance, legal, advisory, and operations teams.

This role is ideal for a resourceful professional who thrives in a fast-paced, dynamic environment and enjoys balancing executive support, project coordination, and operational responsibilities. The successful candidate will demonstrate exceptional judgment, discretion, attention to detail, and a commitment to delivering high-quality work.

Key Responsibilities

Executive Support

• Manage complex and dynamic calendars for the CFO and Director of Advisory Services, coordinating internal and external meetings with accuracy and efficiency.
• Act as a strategic partner to executives by helping prioritize competing demands and ensuring alignment with key business objectives.
• Build and maintain strong working relationships with internal teams and external stakeholders, including vendors, legal counsel, clients, and senior executives.
• Coordinate and manage special projects on behalf of executive leadership, ensuring timely execution and follow-through.
• Prepare, organize, and maintain meeting agendas, materials, and supporting documentation, ensuring efficient digital filing and retrieval.
• Assist with the collection and review of financial reports, billing summaries, and due-date tracking to support informed decision-making.
• Anticipate executive needs, proactively identify issues, and implement effective solutions.
• Handle highly confidential information with the utmost discretion and professionalism.
• Prepare monthly expense reports and coordinate occasional business travel arrangements.
• Continuously identify opportunities to improve executive effectiveness, operational efficiency, and organizational processes.

Finance & Operations Support

• Partner with finance and operations teams to manage daily wire activity, including obtaining approvals, coordinating signatures, communicating with banking institutions, and submitting documentation within strict deadlines.
• Ensure all completed wire transactions are accurately documented, filed, and maintained within established accounting systems.
• Prepare, format, print, and distribute sensitive materials, including board packets, audit documentation, and confidential reports.
• Collaborate with the Operations Director to identify and implement technology-enabled process improvements across finance, advisory services, and operations functions.

Administrative & Team Support

• Provide general administrative support to the operations team, including meeting coordination, office logistics, supply management, document preparation, and other administrative tasks.
• Participate in daily team meetings and provide backup support to administrative colleagues as needed.
• Ensure timely completion of assigned responsibilities with minimal supervision.
• Coordinate scheduling and project support across legal, tax, accounting, and advisory teams.
• Perform additional duties and special projects as assigned.

Qualifications

Required

• Bachelor's degree required.
• Minimum of 5–7 years of progressive administrative experience supporting senior leaders; prior experience supporting C-suite executives strongly preferred.
• Exceptional organizational skills with strong attention to detail and follow-through.
• Demonstrated ability to manage multiple priorities and meet tight deadlines in a fast-paced environment.
• Strong interpersonal skills, emotional intelligence, and professional presence.
• Excellent written and verbal communication skills.
• Proven ability to work collaboratively across functions while exercising sound judgment and discretion.
• Absolute commitment to confidentiality and professionalism.
• Flexibility to occasionally work outside standard business hours to support executive schedules and critical business activities.

Preferred

• Experience supporting executives within a family office, investment management firm, private equity firm, financial services organization, or professional services environment.
• Notary Public certification, or willingness to obtain certification upon hire.

Technical Skills

• Advanced proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
• Experience with document management systems and electronic filing platforms.
• Familiarity with DocuSign, Adobe Acrobat, Zoom, Salesforce, Asana, and NetDocuments preferred.

Compensation & Benefits

Competitive compensation package, including base salary, bonus opportunity, and comprehensive benefits.