Executive Assistant & Office Manager

Career Group; San Francisco (CA); On-site; USD 100,000 - 120,000; Full time

Benefits offered by this job

Medical coverage

Lunch provided

401(k) match

Job summary

Career Group is seeking a sharp Executive Assistant / Office Manager to support its investment team in San Francisco. This fully onsite role combines executive support with hands-on office management, ensuring a welcoming, polished workspace and seamless day-to-day operations.

The ideal candidate thrives in a fast-paced, high-performance environment, is highly organized, tech-savvy, and hospitality-minded, with 2–4 years of EA experience and proficiency in calendar, travel, and expense

Qualifications

• 2–4 years of experience in an Administrative or Executive Assistant role.
• Experience in finance, technology, investment management, or professional services preferred.
• Proven ability to manage calendars, travel arrangements, expenses, and meeting coordination.
• Strong organizational skills with high attention to detail and accuracy.
• Proactive, resourceful, and capable of independent follow-through.
• Excellent written and verbal communication with a professional demeanor.

Responsibilities

• Provide executive support to investment team across SF and NY offices.
• Manage complex calendars, arrange travel, and process expense reports.
• Coordinate meetings, prepare materials, and ensure follow-up actions.
• Support cross‑functional events, portfolio company visits, and board meetings.
• Oversee day-to-day SF office operations, greet guests, and maintain a polished space.
• Anticipate needs and streamline administrative workflows while balancing priorities.

Skills

Calendar management

Travel coordination

Expense reporting

Office operations

Hospitality mindset

Tools

Notion

AI-powered tools

Job description

Executive Assistant / Office Manager | San Francisco, CA | $100,000 - $120,000

A growing venture capital firm is seeking a sharp, proactive, and personable Executive Assistant / Office Manager to support its investment team and oversee day-to-day office operations in San Francisco. This is an excellent opportunity for someone who thrives in a fast-paced, high-performing environment and enjoys balancing executive-level administrative support with hands-on office management. The ideal candidate is exceptionally organized, tech-savvy, hospitality-minded, and able to anticipate needs while creating a welcoming, polished, and professional office environment. This is a fully onsite position, Monday–Friday, in San Francisco.

What You’ll Do

• Provide executive administrative support to investment team members across the San Francisco and New York offices.
• Manage complex calendars, coordinate meetings, arrange domestic and international travel, and process expense reports.
• Coordinate meeting logistics, including scheduling, preparation, materials, and follow-up, ensuring seamless day-to-day operations.
• Support cross-functional teams with the coordination of large meetings, company events, client functions, and other special projects.
• Provide light administrative and logistical support for visiting portfolio company teams, including onsite board meetings and team gatherings.
• Proactively anticipate executive and team needs, manage competing priorities, and ensure administrative workflows run efficiently.
• Oversee the day-to-day operations of the San Francisco office, ensuring the space remains organized, well-stocked, and fully prepared for employees and visitors.
• Open the office each morning and ensure the workplace is ready for the day.
• Greet guests and visitors, creating a warm, polished, and hospitality-focused first impression.
• Manage office supplies, food and beverage orders, catering, and other workplace needs.
• Coordinate office meetings and meal arrangements, ensuring all details are handled accurately and efficiently.
• Maintain a clean, organized, and professional office environment while proactively addressing operational needs.
• Build positive relationships with colleagues, visitors, and external partners while contributing to a welcoming and collaborative workplace culture.
• Identify opportunities to improve office processes, streamline workflows, and enhance the overall employee and visitor experience.

What We’re Looking For

• 2–4 years of experience in a direct Administrative Assistant or Executive Assistant role.
• Previous experience in finance, technology, investment management, professional services, or another high-end, service-oriented environment preferred.
• Demonstrated experience managing calendars, travel arrangements, expenses, meeting coordination, and other core executive administrative responsibilities.
• Exceptional organizational skills and meticulous attention to detail, with the ability to manage a high volume of work accurately and efficiently.
• Proactive, resourceful, and solutions-oriented, with the ability to anticipate needs, take initiative, and follow through independently.
• Excellent written and verbal communication skills, with a polished, professional, and personable demeanor.
• Strong hospitality mindset and genuine enthusiasm for creating a welcoming and well-run office environment.
• Tech-savvy and comfortable learning and utilizing modern workplace tools, including Notion and AI-powered applications.
• Ability to prioritize competing demands, adapt to changing needs, and remain composed in a fast-paced environment.
• Strong work ethic, sound judgment, reliability, and punctuality.
• Warm, approachable, and respectful, with the ability to build positive relationships across teams and with external visitors.
• Comfortable balancing traditional executive support responsibilities with hands-on office management and ad hoc projects.
• Discreet and professional when handling confidential information.

Schedule & Location

Monday–Friday, fully onsite in San Francisco.

• $100,000 - $120,000 base salary + bonus.
• 100% employer-paid medical coverage for employees and their families.
• 100% 401(k) match up to 4%, fully vested on day one.
• Lunch provided five days per week.

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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/.