Executive Assistant - Hybrid Schedule

Career Group; Palo Alto (CA); Hybrid; USD 90,000 - 120,000; Full time

Job summary

Our Client in a prestigious academic-adjacent investment environment seeks a polished Executive Assistant to support senior leaders across Investment Operations, Operations, and Legal. You will manage complex calendars, coordinate domestic and international travel, prepare documents, and handle sensitive information with sound judgment.

Beyond traditional support, you will contribute to Board meeting prep, events, office projects, finance processes, and cross-functional initiatives in a hybrid

Qualifications

• 3–6 years of progressive administrative experience.
• Experience supporting senior leaders in a professional services environment.
• Strong organizational skills and ability to manage multiple priorities.

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.

Skills

Executive support

Calendar management

Communication

Discretion

Project coordination

Job description

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.