Executive Assistant - Hybrid Schedule

Career Group; Palo Alto (CA); Hybride; USD 95 000 - 130 000; Plein temps

Résumé du poste

Career Group represents a distinguished institutional investment organization in the academic space, seeking an Executive Assistant to provide high-level support across Investment Operations, Operations, and Legal. You will manage complex calendars, travel, meetings, and sensitive information for senior leaders in a fast-paced, high-trust environment.

This role offers exposure to Board materials, events, and cross-functional initiatives, with a hybrid work model.

Qualifications

• 3–6 years of progressive administrative experience in a professional services environment.
• Experience providing sophisticated support to senior leaders or complex teams.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Strong judgment, discretion, diplomacy, and comfort handling confidential matters.
• Excellent written and verbal communication, including editing and proofreading.

Responsabilités

• Manage complex executive calendars, resolve conflicts, and prioritize competing demands.
• Serve as a trusted liaison across internal and external stakeholders with professionalism and discretion.
• Coordinate complex domestic and international travel, expense reporting, meetings, conferences, and events.
• Prepare and process legal documents, Board materials, and meeting minutes.
• Track projects, deadlines, and follow-ups to ensure commitments stay on course.
• Support Board events and high-visibility initiatives; assist with office projects and facilities requests.

Connaissances

Calendar management

Travel coordination

Discretion

Communication

Administrative support

Outils

Microsoft Office

Google Workspace

Description du poste

Our Client

Our client is a highly respected institutional investment organization in the academic space. With a lean, collaborative team and a mission tied to long-term institutional impact, the organization manages complex investment and operational activities in a sophisticated, high-trust environment. This is an opportunity to join a close-knit team where professionalism, discretion, and exceptional execution are highly valued.

The Opportunity

Our client is seeking a polished, proactive Executive Assistant to provide high-level support across Investment Operations, Operations, and Legal. This role will serve as a trusted administrative partner to senior team members, managing complex calendars, travel, meetings, projects, and sensitive information while anticipating needs and resolving issues with sound judgment.

Beyond traditional executive support, this position offers meaningful exposure to a broad range of operational initiatives — from Board meeting preparation and events to office projects, finance processes, and cross-functional coordination. The ideal candidate thrives in an environment where priorities move quickly, expectations are high, and their ability to take ownership directly contributes to the team’s effectiveness. Exciting opportunity to plan several onsite and office events!

Key Responsibilities

• Manage complex executive calendars, resolve conflicts, and independently prioritize competing demands.
• Serve as a trusted liaison across internal and external stakeholders, handling communications with professionalism and discretion.
• Coordinate complex domestic and international travel, expense reporting, meetings, conferences, and special events.
• Prepare and process legal documents, signature materials, Board meeting minutes, and quarterly Board books.
• Track projects, deadlines, action items, and follow-ups to ensure commitments stay on course.
• Support Board events, presentations, decision-making materials, and other high-visibility initiatives.
• Coordinate office projects, vendor relationships, moves, workspace needs, and facilities requests.
• Provide backup administrative and front-desk support across the broader team.
• Support emergency response logistics and maintain related supplies and resources.
• Assist Finance with expense management, vendor contracts, purchase orders, invoices, and procurement processes.
• Anticipate needs, identify potential issues, and independently drive solutions from start to finish.

Ideal Background

• 3-6 years of progressive administrative experience in a professional services environment
• Proven experience providing sophisticated administrative support to senior leaders or complex teams.
• Exceptional organizational skills with a demonstrated ability to manage multiple priorities and deadlines.
• Strong judgment, discretion, diplomacy, and comfort handling confidential or sensitive matters.
• Excellent written and verbal communication skills, including editing and proofreading.
• Advanced proficiency with office productivity, calendar, email, and administrative systems.
• A highly proactive mindset with a track record of taking ownership rather than waiting for direction.
• Comfortable navigating changing priorities while maintaining accuracy and attention to detail.
• Resourceful problem-solver who can operate independently in a high-trust environment.
• Small, collaborative team where individual contributions have visible impact.
• High standards for professionalism, discretion, responsiveness, and quality.
• Exposure to sophisticated investment, operational, legal, finance, and governance activities.
• Environment that rewards initiative, sound judgment, and thoughtful problem-solving.
• Opportunity to build relationships across a world-class university ecosystem.
• Hybrid work model designed to balance collaboration with flexibility.
• Monday-Friday schedule, generally 8:00 a.m.-5:00 p.m., with occasional extended hours based on business needs.