Executive Assistant

Binding Minds Inc. (Certified Disability Owned Business Enterprise); San Francisco (CA); On-site; USD 90,000 - 120,000; Part time

Job summary

A certified disability-owned business in San Francisco is looking for a highly organized Temporary Executive Assistant to support senior leadership. The role involves managing administrative tasks, coordinating meetings, and arranging travel. Candidates must have over 5 years of experience, exceptional communication skills, and proficiency in Microsoft Office. This is a 3-month contract with the potential for conversion based on business needs and performance.

Qualifications

• 5+ years of experience as an Executive Assistant supporting senior executives or partners.
• Exceptional written and verbal communication skills required.
• Proven ability to handle highly confidential information.
• Ability to handle highly confidential information with discretion
• Advanced proficiency with Microsoft Office; familiarity with Chrome River is a plus

Responsibilities

• Manage day-to-day administrative needs and expense reimbursements.
• Draft, edit, and distribute confidential documents.
• Arrange domestic and international travel for executives.
• Maintain records and files; support process improvements and administrative projects
• Coordinate complex executive calendars across domestic and international offices
• Prepare agendas and materials; ensure meeting logistics and setup
• Arrange domestic and international travel with detailed itineraries

Skills

Organizational skills

Communication skills

Interpersonal skills

Discretion

Microsoft Office proficiency

Research skills

Time management

Multitasking ability

Tools

Microsoft Office

Chrome River

Job description

Contract Duration: 3-month contract with potential for conversion based on business needs, approvals, and performance

About the Role

We are seeking a highly organized and proactive Temporary Executive Assistant to provide comprehensive administrative and project management support to our Chief Legal Talent Officer, Chief Human Resources Officer, and Chief Workplace Experience Officer.

This role is critical in ensuring smooth day-to-day operations, managing complex logistics, and supporting senior leadership with professionalism, discretion, and efficiency.

Key Responsibilities

Executive Support

• Manage day-to-day administrative needs including expense reimbursements, invoice approvals, timesheets, and preparation of meeting materials
• Draft, edit, and distribute routine communications and highly confidential documents
• Create and revise PowerPoint presentations and other materials for leadership meetings
• Maintain records and files outside of the Records Center
• Proactively identify opportunities for process improvements and support administrative projects
• Leverage AI tools to streamline workflows and improve efficiency

Calendar & Meeting Coordination

• Manage complex executive calendars, prioritizing meeting requests with sound judgment
• Schedule and coordinate meetings across multiple domestic and international offices
• Coordinate high-level meetings with firm leadership and senior stakeholders
• Prepare agendas, meeting materials, and ensure proper meeting room logistics and setup
• Collaborate with participants and executive assistants to ensure seamless coordination
• Gather and prepare all necessary documentation for internal and external meetings

Travel & Office Coordination

• Arrange domestic and international travel, including detailed itineraries
• Coordinate office meetings and ensure scheduling aligns with priorities
• Research travel documentation requirements for foreign jurisdictions and facilitate necessary arrangements

Qualifications

• 5+ years of experience as an Executive Assistant supporting senior executives or professional services partners (law firm experience preferred)
• Exceptional written and verbal communication skills
• Strong interpersonal skills with the ability to interact confidently with senior leadership
• Proven ability to handle highly confidential information with discretion
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with Chrome River is a plus
• Strong research and database skills
• Excellent organizational, time management, and multitasking abilities