Executive Personal Assistant

Job Description :

A busy and private family office seeks an experienced, authentic, purpose-driven, and energetic Executive Personal Assistant to support the Chief of Staff and Principals. The ideal candidate will have demonstrated longevity in past roles, a passion for or experience working within non-profit organizations or philanthropic environments and prior experience supporting C-Suite executives. This role demands a poised, efficient, and resourceful professional adept 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, anticipate needs, and maintain discretion is essential to this role. The candidate should be effective at working independently, managing multiple priorities, and maintaining a “get it done” and “no job is too big or too small” attitude. Core responsibilities include administrative support, scheduling, complex calendar management across time zones, and researching and arranging domestic and international travel and accommodations, often on short notice and occasionally outside of business hours. Additional duties include maintaining organized files, vendor and service provider coordination, event execution, property oversight, errands, and ad hoc tasks. This is a mostly remote position with a 5-day flex schedule (generally Monday to Friday) and flexibility to travel to the Principals' Menlo Park area residence as needed. Availability to work occasional weekends, evenings, and travel is required. This position will support and report to senior staff and Principals.

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

Requirements :

Benefits :

Full non-contributory benefits after 90 days of employment : Comprehensive Medical, Dental and Vision Insurance, Life and disability insurance coverage as well as wellness stipend, A matching 401(k) program, Commuter Benefits program, and Cell and IT reimbursements