Executive Assistant - Hybrid

Career Group; Palo Alto (CA); On-site; USD 66,000 - 187,000; Full time

Job summary

A prestigious investment firm in Palo Alto is seeking an Executive Assistant to provide high-level administrative support. The role involves managing schedules, coordinating travel, and ensuring smooth operations within a dynamic team. Ideal candidates will have a bachelor's degree and at least 2 years of relevant experience, demonstrating strong organizational and communication skills.

Benefits

Access to continuous learning

Fitness facilities

Generous time off policy

Qualifications

• 2+ years of executive or high-level administrative support experience.
• Strong written and verbal communication abilities.
• Professionalism, discretion, and a problem-solving mindset.

Responsibilities

• Manage busy calendars, schedule meetings, and resolve conflicts.
• Coordinate domestic travel and process expense reports.
• Serve as a point of contact for internal and external communications.

Skills

Organizational skills

Communication

Problem-solving

Education

Bachelor's degree

Tools

Microsoft Office

Job description

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Our client, a prestigious investment firm focused on academics and research based in Palo Alto, is seeking a professional, detail-oriented Executive Assistant to provide high-level administrative support to a dynamic and fast-paced team. This role requires exceptional organizational skills, sound judgment, and a proactive mindset to manage multiple priorities while maintaining confidentiality and professionalism.

About the Role

In this position, you'll support multiple leaders across operations, legal, and administrative functions. You’ll handle complex scheduling, manage communications, coordinate travel and events, and help ensure everything runs smoothly behind the scenes. This is a key support role within a collaborative and mission-driven environment.

Key Responsibilities

• Manage busy calendars, schedule meetings, and resolve conflicts
• Coordinate domestic travel and process expense reports
• Serve as a point of contact for internal and external communications
• Plan logistics for meetings, events, and board-related activities
• Maintain office operations, supplies, and vendor coordination
• Support project tracking, document preparation, and ad hoc requests
• Provide backup support across the admin team when needed

What We’re Looking For

• 2+ years of executive or high-level administrative support experience
• Excellent organizational and time-management skills
• Strong written and verbal communication abilities
• Professionalism, discretion, and a problem-solving mindset
• Proficiency with Microsoft Office and other common productivity tools
• Comfortable handling sensitive information with confidentiality
• Bachelor's degree required

Why Join Us

• Be part of a supportive, mission-driven team
• Contribute to meaningful work with long-term impact
• Enjoy a professional, high-integrity work environment
• Access to adult continuous learning, fitness facilities, and generous time off policy!

You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San

Francisco Fair Chance Ordinance. California applicants, please view our Privacy Notice here:

https://careergroupcompanies.com/california-privacy-notice/.

Career Group is a premier, Women-Owned recruiting agency and a widely recognized name in corporate and administrative staffing. We connect our candidates with job opportunities at leading companies nationwide. When you work with a Career Group recruiter, you gain a strategic career advisor for life. Submit your resume to get started today.

Seniority level

• Seniority level

  Not Applicable

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Financial Services, Investment Management, and Venture Capital and Private Equity Principals

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Inferred from the description for this job

Medical insurance

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