Executive Personal Assistant

Hire Society; Menlo Park (CA); Remote; USD 125,000 - 150,000; Full time

Job summary

A busy and private family office is seeking an experienced Executive Personal Assistant to support senior staff and manage various administrative tasks. This mostly remote position requires a proactive individual who can handle complex scheduling, travel arrangements, and event coordination with discretion and efficiency. Ideal candidates will have a strong background in supporting C-Suite executives and a passion for non-profit work. Join a purpose-driven environment where your contributions will make a significant impact, and enjoy a flexible schedule with the opportunity to work closely with influential leaders.

Benefits

Comprehensive Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

401(k) Matching Program

Commuter Benefits

Cell and IT Reimbursements

Wellness Stipend

Qualifications

• 5-7 years of experience in a similar role, preferably in a private family office.
• Strong command of English with excellent writing and verbal skills.

Responsibilities

• Manage complex calendars and arrange travel for executives.
• Provide administrative support and coordinate events.

Skills

Communication Skills

Problem Solving

Time Management

Organizational Skills

Adaptability

Education

Bachelor's Degree

Tools

Microsoft Office

Salesforce

Monday.com

Job description

This range is provided by Hire Society. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$75.00/hr - $85.00/hr

A busy and private family office seeks an experienced, authentic, purpose-driven, and energetic Executive Personal Assistant to support the Chief of Staff and Principals. The ideal candidate will have demonstrated longevity in past roles, a passion for or experience working within non-profit organizations or philanthropic environments and prior experience supporting C-Suite executives. This role demands a poised, efficient, and resourceful professional adept at prioritization and effective communication, with the ability to complete tasks in a timely manner with minimal supervision and direction. A strong ability to problem-solve, anticipate needs, and maintain discretion is essential to this role. The candidate should be effective at working independently, managing multiple priorities, and maintaining a “get it done” and “no job is too big or too small” attitude. Core responsibilities include administrative support, scheduling, complex calendar management across time zones, and researching and arranging domestic and international travel and accommodations, often on short notice and occasionally outside of business hours. Additional duties include maintaining organized files, vendor and service provider coordination, event execution, property oversight, errands, and ad hoc tasks. This is a mostly remote position with a 5-day flex schedule (generally Monday to Friday) and flexibility to travel to the Principals' Menlo Park area residence as needed. Availability to work occasional weekends, evenings, and travel is required. This position will support and report to senior staff and Principals.

Responsibilities include, but are not limited to:

• Proactively manage complex and ever-changing calendars for business and personal matters across multiple time zones; facilitate all appointments, reservations, meetings, and calls.
• Arrange domestic and international travel and accommodations, often on short notice and occasionally outside of business hours.
• Travel research into flights, accommodations, dining, activities, etc. including work with a concierge company to help curate itineraries.
• Assist with coordinating and overseeing all internal and external events of varying scales.
• Create and implement systems to increase efficiency and effectiveness of administrative processes.
• Maintain and organize personal files with sensitivity and ability to hold confidential information.
• Property management oversight (vendor management, coordinating repairs, stock procurement, groceries, etc.).
• Timely responsiveness outside of “regular” business hours.
• Work remotely 90%+ of the time and travel to Menlo Park area residence and other residences for meetings, home preparedness and management, meet with vendors, etc.
• Support the Chief of Staff with administrative and ad hoc tasks.
• Manage special projects as needed and upon request.
• Miscellaneous additional Executive Personal Assistant responsibilities as needed and requested.

Requirements:

• Strong command of the English language; outstanding writing and verbal skills.
• Excellent references required from both current and previous employers.
• Minimum 4-year degree from an accredited college or university is a plus but not required.
• Minimum 5-7 years of related experience working in a similar position(s); demonstrated longevity and experience working within a private family office, non-profit organization, or philanthropic environment is strongly preferred.
• Purpose-driven with a passion for or experience working within non-profit organizations, philanthropic environments, or initiatives focused on social impact, such as environmental advocacy and women's rights.
• Proven background in supporting high-level executives, ideally in C-Suite roles, with a commitment to organizational mission and goals.
• Professional in both mindset and manner; must exercise good judgment, sincerity, tact, and patience.
• Highest levels of diplomacy, confidentiality, and discretion are always required.
• Exceptional organizational skills and dedication to responsibilities; above and beyond attitude with the ability to work both independently and as part of a team.
• Ability to meet deadlines and remain calm and composed during demanding periods and in high-pressure moments.
• Proactive and motivated attitude; strong willingness to adapt to an ever-changing and fast-paced environment.
• Outstanding problem solver; resourceful and quick-thinking with exceptional prioritization and project management skills.
• Flexibility in scheduling with willingness to work extended hours and travel as needed.
• Possess strong time management skills and capable of managing multiple tasks simultaneously with a strong degree of accuracy.
• Tech-savvy; ability to work across systems and software including PC/Microsoft, Mac/Apple, Google, etc.; expert-level experience in Microsoft Office is REQUIRED, experience with Salesforce and Monday.com is ideal but not required.
• Valid Driver License: confident driver with zero points on license preferred.
• Valid Passport: willingness to travel domestically and internationally.
• Legally able to work within the United States.

Full non-contributory benefits after 90 days of employment: Comprehensive Medical, Dental and Vision Insurance, Life and disability insurance coverage as well as wellness stipend, A matching 401(k) program, Commuter Benefits program, and Cell and IT reimbursements.

Seniority level

Not Applicable

Employment type

Full-time

Job function

Administrative

Industries

Non-profit Organizations