Executive Assistant

Bespoke Private Service; Palo Alto (CA); On-site; USD 180,000 - 200,000; Full time

Job summary

A distinguished investment firm is seeking a proactive Executive Assistant to support the Principal. The role encompasses managing complex calendars, inboxes, and personal tasks, requiring high ownership and initiative in a dynamic environment. Proven experience in a private service role and strong interpersonal skills are essential for success.

Benefits

Health, dental, vision, and life insurance

Paid time off, including holidays

Opportunities for professional development and growth

Qualifications

• Minimum of 5 years as an Executive Assistant in a private service environment.
• Ability to draft clear, concise messages reflecting the Principal's voice.

Responsibilities

• Manage the Principal's inbox and calendar, ensuring prioritization of key communications.
• Organize complex travel arrangements and high-quality events.

Skills

Attention to detail

Organizational skills

Communication skills

Education

Bachelor's degree or equivalent experience

Job description

Direct message the job poster from Bespoke Private Service

Administrative Assistant for Bespoke Private Service

Bespoke Private Service

Job Description

Reports To: Principal

Work Schedule: Full-time, in-office most days (not a 9 - 5 environment)

Start Date: ASAP

Salary Range: $180,000 - $200,000

Overview

A distinguished investment firm with global operations is seeking a proactive, high-ownership Executive Assistant to support the Principal, a founding partner of the firm. With offices in Palo Alto and New York, the firm invests across all stages including early-stage, public, and crypto markets and maintains deep, long-term relationships with founders and partners worldwide. The culture is close-knit, collaborative, and performance-driven, with a strong emphasis on innovation, efficiency, and personal connection.

This is not a traditional administrative support role. The Executive Assistant will serve as a true partner to the Principal, fully embedded in both business and select personal matters. The successful candidate will manage the Principals inbox, calendar, and daily priorities, acting as the first point of contact for internal and external stakeholders. The role demands a high degree of transparency, trust, and autonomy, including the authority to develop and refine organizational systems, leverage technology and AI, and proactively drive key outcomes for the Principal and the broader investment team.

The Executive Assistant will play a pivotal role in ensuring the Principals time and attention are focused on the highest-impact activities, while also contributing to the broader success and culture of the family office.

• Hold a Bachelors degree or equivalent experience, with a minimum of 5 years as an Executive Assistant in a private service environment.
• Provide direct, high-level support to the Principal by managing complex calendars, high-volume inboxes, and daily priorities with exceptional ownership, initiative, and attention to detail.
• Serve as a true partner to the Principal in both professional and select personal matters including travel planning, event coordination, and personal task management ensuring seamless execution and strict confidentiality at all times.
• Act as the first point of contact for internal and external stakeholders, representing the Principal and the office with professionalism, discretion, and strong interpersonal skills.
• Demonstrate excellent written communication skills, including the ability to draft clear, concise messages that accurately reflect the Principals voice and intent for review and/or sending.
• Develop a deep understanding of the Principals professional and personal priorities, proactively anticipating needs, surfacing urgent issues, and driving key outcomes to maximize impact and efficiency.
• Build, refine, and optimize organizational systems, leveraging technology and AI to enhance workflows, streamline communication, and support a high-performing environment.
• Communicate with confidence and discretion, providing input and pushing back when necessary to ensure the Principals time and attention remain focused on the highest-priority activities.
• Demonstrate strong ownership and accountability, consistently following through on commitments, adapting quickly to changing priorities and schedules, and maintaining flexibility and responsiveness to dynamic needs.
• Exhibit a proactive, systems-oriented mindset building processes, taking initiative, and thinking several steps ahead to solve problems before they arise.
• Thrive in a high-trust, high-performance environment, bringing positive energy, resilience, and a growth mindset to the team.
• Embrace feedback and continuous improvement, actively contributing to the internal culture and broader firm initiatives not just logistics.
• Uphold the highest standards of trust, transparency, and discretion, handling sensitive information with care and maintaining strict confidentiality at all times.

Responsibilities

• Inbox, Calendar & Task Management: Oversee and prioritize the Principal's inbox and calendar, triaging communications, surfacing key action items, and ensuring all critical matters are addressed. Draft and send correspondence on behalf of the Principal, maintaining their voice, tone, and intent in all written communications.
• Strategic Time & Relationship Management: Proactively manage and deepen the Principal's professional network. Prepare background materials, take and circulate meeting notes, and ensure timely follow-up. Remind the Principal of important relationship milestones and coordinate thoughtful gestures, such as gifts ahead of key meetings.
• Travel & Event Planning: Organize complex, multi-leg domestic and international travel, including logistics, accommodations, and meeting coordination. Support the planning and execution of high-quality internal and external events.
• Organizational Systems & Process Improvement: Design, implement, and iterate on systems for managing tasks, information, and workflows. Identify and deploy new technologies and tools to enhance efficiency and effectiveness.
• Firm-wide Collaboration: Work closely with other executive assistants and team members, contributing to broader firm projects and supporting a culture of shared goals.
• Personal Support: Assist with select personal tasks and logistics to ensure the Principal's professional and personal priorities are aligned and managed seamlessly.
• Health, dental, vision, and life insurance
• Paid time off, including holidays
• Opportunities for professional development and growth

Seniority level

• Seniority level

  Not Applicable

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Executive Search Services

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