Executive Assistant to Founder

Career Group; San Francisco (CA); Presencial; USD 120.000 - 180.000; Jornada completa

Descripción de la vacante

Career Group is seeking an Executive Assistant in Downtown San Francisco to support the Founder in business and personal capacities. This seasoned professional will manage a complex calendar, coordinate travel and events, handle executive communications, and oversee administrative and special projects in a fast-paced, high-touch environment.

The role demands 10+ years of experience, superb organizational skills, and a discreet, proactive mindset, with 4 days onsite and 1 day remote as scheduled.

Formación

• 10+ years of experience supporting Founder/CEO/C-level executive.
• Professional appearance and demeanor.
• Excellent customer service, communication, and organizational skills.
• Strong proficiency with Microsoft Word, Excel, Outlook, and PowerPoint.
• Technically savvy with Apple products.
• Exceptional attention to detail, accuracy, organization, and prioritization skills.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with clients, vendors, and team members at all levels.
• Excellent attendance and punctuality with flexibility to work overtime as needed.
• Experience coordinating domestic and international travel.
• Prior experience managing or coordinating administrative staff.
• Strong team-building skills and a collaborative, team-oriented approach.
• Ability to work independently, exercise sound judgment, and manage competing priorities.
• Experience in a creative, design, luxury, or client-service-oriented environment is preferred.

Responsabilidades

• Manage the Founder’s calendar and coordinate appointments, meetings, and activities.
• Keep all parties informed of calendar changes and manage competing priorities.
• Support the Founder’s philanthropic activities, events, memberships, and board commitments.
• Coordinate business, personal, and social events.
• Accompany the Founder to events as needed.
• Track daily time and maintain related records and administrative details.
• Review and coordinate time billing and related information.
• Receive and organize mail and packages.
• Manage event invitations, RSVPs, and tickets.
• Represent the Founder and firm professionally with clients and vendors.
• Assist with client information, appointments, and materials.
• Provide high level of professionalism and customer service.
• Coordinate domestic and international travel arrangements and itineraries.
• Prepare expense reports for travel and personal expenditures.
• Maintain travel records and contact information.
• Prepare and draft correspondence on behalf of the Founder.
• Coordinate with staff to order lunches for meetings.
• Maintain office supplies and organization.
• Troubleshoot basic issues with Mac, iPad, iPhone; coordinate with IT.
• Liaise with Marketing and PR on Founder projects.
• Provide general administrative support and assist with special projects as needed.

Conocimientos

Calendar management

Travel coordination

Executive support

Discretion

Communication

Event planning

Expense reporting

IT coordination

Office administration

Mac/iOS proficiency

Time management

Herramientas

Microsoft Office

Apple products

Calendar apps

Descripción del empleo

Schedule: Monday-Friday, 4 days onsite, 1 day remote

About the Role

A premier creative firm located in Downtown San Francisco is seeking an experienced Executive Assistant to support the Founder in both business and personal capacities. This role is ideal for a polished, highly organized, and discreet professional who is comfortable managing a wide range of priorities in a fast-paced, high-touch environment.

The Executive Assistant will serve as a trusted partner to the Founder, managing a complex calendar, coordinating business and personal commitments, overseeing travel and events, and handling a variety of administrative and special projects. Strong judgment, exceptional attention to detail, and the ability to anticipate needs are essential.

Responsibilities

• Manage the Founder’s calendar and coordinate appointments, meetings, and business and personal activities.
• Keep all parties informed of calendar changes and effectively manage competing priorities.
• Support the Founder’s philanthropic activities, industry events, memberships, and board commitments.
• Coordinate business, personal, and social events.
• Accompany the Founder to company and social events as needed.
• Track the Founder’s daily time and maintain related records and administrative details.
• Review and coordinate time billing and related information as needed.
• Receive and organize routed mail and packages, including product announcements, auction catalogues, art announcements, magazines, personal correspondence, and other materials.
• Manage event invitations, RSVPs, and tickets as directed.
• Represent the Founder and firm professionally with clients, vendors, personal associates, and employees.
• Assist with client information, appointments, and preparation of materials.
• Provide a high level of professionalism and customer service to clients, vendors, and other external contacts.
• Coordinate domestic and international travel arrangements, prepare detailed itineraries, and manage related logistics.
• Prepare expense reports for travel and personal expenditures.
• Maintain organized records of travel details and related materials.
• Maintain business and personal address books and contact information.
• Prepare and draft correspondence on behalf of the Founder.
• Coordinate with administrative staff to order and arrange lunches for the Founder and office meetings.
• Maintain the Founder’s office supplies, inventory, and overall organization.
• Troubleshoot basic issues with the Founder’s Mac, iPad, and iPhone and coordinate with IT support as needed.
• Liaise with Marketing and PR on projects involving the Founder.
• Provide general administrative support and assist with special projects as needed.

Qualifications

• 10+ years of experience supporting a Founder, CEO, C-level executive, or principal.
• Professional appearance and demeanor.
• Excellent customer service, communication, and organizational skills.
• Strong proficiency with Microsoft Word, Excel, Outlook, and PowerPoint.
• Technically savvy with strong proficiency using Apple products.
• Exceptional attention to detail, accuracy, organization, and prioritization skills.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to interact professionally with clients, vendors, and team members at all levels.
• Exceptional attendance and punctuality with flexibility to work overtime as needed.
• Experience coordinating domestic and international travel.
• Prior experience managing or coordinating administrative staff.
• Strong team-building skills and a collaborative, team-oriented approach.
• Ability to work independently, exercise sound judgment, and manage competing priorities.
• Experience in a creative, design, luxury, or client-service-oriented environment is preferred.

• We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Initiative for Hiring.