Executive Assistant

Conventus; San Francisco (CA); On-site; USD 85,000 - 120,000; Full time

Job summary

Conventus Holdings Corporation seeks an experienced Executive Assistant to be the welcoming face of our San Francisco office and to support the leadership team. You will own the front desk, manage complex calendars, coordinate travel and expenses, and ensure the SF and NY offices run smoothly day to day.

Responsibilities include travel planning, meeting logistics, office operations, and ad hoc projects for the Chief of Staff.

Qualifications

• 5+ years of experience in an executive assistant, office manager, receptionist, or similar role.
• Exceptional organizational skills with ability to juggle priorities calmly.
• Warm, professional, service oriented, with strong communication.
• Proficiency with calendar, travel management, expense tools, and MS Office/Teams.
• Ability to handle confidential information with discretion and judgment.
• Reliable onsite presence 5 days/week in San Francisco.
• Ability to coordinate across multiple offices/time zones (SF, NY, West Palm Beach).
• Notary Public is a plus (company sponsored).

Responsibilities

• Leadership Scheduling: manage complex calendars across leaders, offices, and time zones.
• Travel Coordination: plan and book leadership travel with detailed itineraries.
• Expense Management: prepare, submit and reconcile executive expenses.
• Meeting and Event Logistics: coordinate leadership meetings, offsites, catering, and materials.
• Front Desk and Visitor Experience: greet guests and ensure first impressions are strong.
• Office Management: oversee SF and NY offices; support West Palm Beach as needed.
• Weekly lunch ordering and office supplies management.
• Mail, voicemail and fax routing; handle shipments via FedEx and similar.
• Office tidiness and conference room readiness for meetings.
• Vendor coordination for lunches, snacks, cleaning, and supplies.
• Special Projects: assist Chief of Staff on cross-functional initiatives.

Skills

Executive support

Calendar management

Travel planning

Expense management

Microsoft Office

Microsoft Teams

Education

Not specified

Tools

Microsoft Office

Microsoft Teams

Job description

Conventus Holdings Corporation was envisioned and created to reduce the number of economic intermediaries involved in the origination, funding and investment in the $125 billion real estate bridge loan marketplace. True to the Latin origin of the company’s name, “to bring together,” CHC’s existence and strength is anchored to a business model that removes unnecessary economic intermediates so that it can provide superior pricing and service to its clients. Our competitive edge in executing our mission is assembling, nurturing, and developing a collaborative group of talented individuals. To that end, diversity of experiences, perspectives, skills, and cultures is core to our mission and team.

POSITION

Full-Time, Salaried with Performance-Based Bonus

Required 5 days per week in the office (Monday through Friday). This is a fully onsite role. Please do not apply if this does not align with you.

Conventus is seeking a warm and highly organized Executive Assistant to be the welcoming face of our San Francisco office and a trusted right hand to our leadership team. In this role, you will own the front desk and visitor experience, manage leadership schedules, travel, and expenses, and keep our San Francisco and New York offices running smoothly day to day.

RESPONSIBILITIES

• Leadership Scheduling: Manage complex calendars for members of the leadership team, coordinating meetings across offices and time zones and reprioritizing as needs shift.
• Travel Coordination: Plan and book travel for the leadership team, including flights, hotels, ground transportation, and detailed itineraries.
• Expense Management: Prepare, submit, and reconcile expense reports for the leadership team, ensuring accuracy and timely reimbursement in line with company policy.
• Meeting and Event Logistics: Coordinate leadership meetings, offsites, and team building events, including scheduling, materials, catering, and on the day logistics in collaboration with members of the leadership team.
• Front Desk and Visitor Experience: Serve as the first point of contact at the front desk, warmly greeting and welcoming new hires, visitors, and interview candidates, and ensuring every guest has an excellent first impression of Conventus.
• Office Management: Serve as office manager for the San Francisco and New York offices and support the West Palm Beach office as needed.
• Order weekly team lunches and keep the office stocked with snacks and beverages.
• Check and distribute mail, retrieve voicemails and faxes, and route them to the right people.
• Prepare and send FedEx and other outbound shipments.
• Keep the office tidy and welcoming, including filling water bulbs to care for office plants.
• Ensure conference rooms are set up, clean, sanitized, and ready ahead of every meeting.
• Coordinate with office vendors for lunches, snacks, cleaning, and supplies, and help keep the workspace stocked and functioning.
• Special Projects: Provide ad hoc support to the Chief of Staff and leadership on cross functional initiatives as they arise.

QUALIFICATIONS

Required

• 5+ years of experience as an executive assistant, office manager, receptionist, or in a comparable front desk role, ideally supporting senior leaders
• Exceptional organizational skills and attention to detail, with the ability to juggle competing priorities calmly
• Warm, professional, and service oriented, with strong written and verbal communication
• Proficiency with calendar and travel management, expense tools, and Microsoft Office and Teams
• Ability to handle confidential information with discretion and sound judgment
• Reliable, fully onsite presence 5 days per week at the San Francisco office
• Comfortable coordinating across multiple offices (San Francisco, New York, and West Palm Beach) and time zones

Preferred

• Active Notary Public commission preferred, or willingness to obtain one (company sponsored)

Mindset and Character

At CHC, we look for future employees who demonstrate the mindset and character of our following core values:

Deliver Extraordinary Client Experience:

• Demonstrate unwavering responsiveness and dedication to delighting clients at every touchpoint.

Take Responsibility:

• Be proactive, know what you are responsible for, act with integrity and follow through to the end.

Respond with Urgency and Care:

• Balance speed with quality, ensuring that every response is both timely and impactful.

Grow Together:

• Grow together through a culture of intellectual curiosity, collaboration and celebration.