Executive Assistant to MDs — Calendar, Travel & Exec Support

Career Group; San Francisco (CA); On-site; USD 90,000 - 100,000; Full time

Benefits offered by this job

Benefits package

Paid time off

Work-from-home flexibility (Aug/Dec)

Job summary

Career Group is seeking a polished Administrative Assistant in San Francisco to support four Managing Directors within a tight-knit team of seven admins. This on-site role requires superb organizational skills, discretion, and the ability to balance multiple priorities in a fast-paced private equity environment.

You will manage complex calendars, arrange domestic travel, process expenses in Concur, prepare materials, greet clients, and coordinate meeting logistics, while learning each

Qualifications

• 2-7 years of administrative or Executive Assistant experience.
• Experience supporting executives in private equity, finance, law, consulting, or another professional services environment is a plus.
• Strong customer service skills and experience interacting professionally with clients and senior stakeholders.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Provide day-to-day administrative support to four Managing Directors, helping ensure their schedules, priorities, and responsibilities run smoothly.
• Manage complex calendars, coordinate meetings, and proactively navigate scheduling conflicts while learning each executive's individual preferences and priorities.
• Arrange primarily domestic business travel, including transportation, accommodations, and detailed itineraries.
• Process and track expenses using Concur and other internal systems, ensuring accuracy and timely submission.
• Monitor high volumes of emails, requests, and administrative tasks, identifying urgent priorities and ensuring timely follow-through.
• Prepare and refine presentations and meeting materials, including proofreading, formatting, converting documents to PDF, and printing.
• Coordinate meeting logistics, conference rooms, materials, and other in-office arrangements.
• Welcome clients and guests, providing a polished and professional experience during office visits and meetings.
• Collaborate closely with the administrative team to coordinate coverage, share responsibilities, and provide additional support as needed.
• Maintain a high level of responsiveness, professionalism, and attention to detail while managing time-sensitive requests.
• Provide additional support during peak periods and work overtime as needed to accommodate business priorities.

Skills

Calendar management

Travel coordination

Expense management

Client/stakeholder interaction

Communication

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Concur

Job description

Career Group is seeking a polished Administrative Assistant in San Francisco to support four Managing Directors within a tight-knit team of seven admins. This on-site role requires superb organizational skills, discretion, and the ability to balance multiple priorities in a fast-paced private equity environment.

You will manage complex calendars, arrange domestic travel, process expenses in Concur, prepare materials, greet clients, and coordinate meeting logistics, while learning each