Executive Assistant — Silicon Valley Family Office

Career Hire5; Fully; On-site; CHF 90,000 - 150,000; Full time

Job summary

Career Hire5 is seeking an Executive Assistant to support senior founders and investors in a fast-moving, high-trust environment. You will own calendar management, travel logistics, and professional communications, acting as a filter and force multiplier for the principals' time.

This role requires 3+ years supporting executives, comfort with US hours, discretion, and proactive systems thinking. You will coordinate business and personal operations, scale processes, and work with AI tools to

Qualifications

• 3+ years directly supporting an executive at pace with real ownership
• Experience supporting US-based executives, working US hours
• Excellent written and spoken English, with clear and precise communication
• Strong judgment, discretion, and handling of sensitive information
• Highly independent, proactive, and systems-oriented

Responsibilities

• Manage complex calendars and scheduling with senior stakeholders (investors, fund partners, portfolio founders)
• Handle professional communication on behalf of principals
• Coordinate domestic and international travel
• Support expense review, categorization, and coordination with bookkeepers
• Build and maintain operational systems (intake forms, trackers, workflows)
• Research and book restaurants, meeting spaces, and conference rooms (US & Europe)
• Maintain strict confidentiality and information hygiene
• Proactively identify gaps, inefficiencies, and process improvements
• Coordinate household vendors end-to-end
• Manage household logistics and urgent requests
• Support onboarding and oversight of household staff
• Help scale household operations as needs grow

Skills

Executive support

US hours

English fluency

Discretion

Independent

Job description

Founder details will be shared during the interview process, in alignment with privacy and confidentiality requirements.

A Silicon Valley–based family office supports early-stage investing, operating companies, and personal ventures, and has been recognized as a top early-stage investor. The Executive Assistant provides direct support to the principals across scheduling, communications, travel and logistics, vendor coordination, and day-to-day execution.

This role requires excellent judgment, clear and precise communication, and strong calendar and logistics management, along with comfort operating in a high-trust, high-context environment. The Executive Assistant works closely with senior leaders, founders, investors, and their executive assistants, serving as a thoughtful filter and force multiplier for the principals' time.

This is not a traditional EA role. It is designed for someone who wants ownership, complexity, and long-term growth in a fast-moving, execution-focused environment.

The principals are serial entrepreneurs and investors with deep experience building and scaling venture-backed companies, including businesses backed by leading Silicon Valley investors. Together, they manage a family office, oversee multiple operating companies, and continue to launch new ventures across technology and healthcare.

Responsibilities

Business & Operations (≈70%)

• Manage complex calendars and scheduling with senior stakeholders (investors, fund partners, portfolio founders)
• Handle professional communication on behalf of principals
• Coordinate domestic and international travel
• Support expense review, categorization, and coordination with bookkeepers
• Build and maintain operational systems (intake forms, trackers, workflows)
• Research and book restaurants, meeting spaces, and conference rooms (US & Europe)
• Maintain strict confidentiality and information hygiene
• Proactively identify gaps, inefficiencies, and process improvements

Personal & Household Operations (≈30%)

• Coordinate household vendors (housekeeping, plumbers, gardeners, contractors) — owning contractor relationships end to end, not just scheduling them
• Manage household logistics and urgent requests
• Support onboarding and oversight of household staff
• Help scale household operations as needs grow (e.g. new vendors, childcare support)

This role is not a fit if you

• Want a strictly 9–5 role
• Prefer narrowly defined EA tasks
• Need constant direction for standard workflows
• Are uncomfortable supporting both business and personal operations

Required

What We're Looking For

• 3+ years supporting an executive directly — operating at the pace and responsibility of an exec's right hand (Chief of Staff, startup ops, or senior EA roles with real ownership all count)
• Experience supporting US-based executives, working US hours
• Confident, professional written and spoken English — strong enough to comprehend and respond in your own words in real time (accent is fine; clarity and fluency are what matter)
• Strong judgment, discretion, and comfort handling sensitive information
• Highly independent, proactive, and systems-oriented
• Comfortable juggling business and personal responsibilities
• Active daily use of AI tools (e.g. ChatGPT, Gemini, DeepSeek, etc.) to work efficiently — using AI to amplify your own thinking, not replace it

What Separates The Right Hire

• Operates unsupervised — once something is handed over, it's off the principal's mind
• Proactive: flags problems early, arrives with solutions, closes loops alone
• Absorbs feedback once; the same error doesn't recur
• Sound judgment on what to handle, what to