Operations and Project Assistant

Jobtailor; San Francisco (CA); On-site; USD 80,000 - 120,000; Full time

Job summary

Jobtailor in San Francisco is seeking an experienced Executive Assistant to the Chief Commercial Officer. You will manage the CCO's calendar, coordinate meetings across three departments, and prepare briefing materials, agendas, and follow-up summaries to keep initiatives on track.

You will track action items and deadlines, draft correspondence, liaise with candidates, search firms, and leadership with discretion, and provide project coordination support for compliance and risk initiatives.

Qualifications

• 3–5 years in an administrative, operations, or executive support role.
• Experience supporting senior leaders and managing complex, multi-stakeholder workflows.
• Excellent written and verbal communication; ability to tailor messaging for different audiences.
• Bachelor's degree or equivalent practical experience.

Responsibilities

• Manage the CCO's calendar, scheduling, and meeting logistics with care and precision.
• Prepare briefing materials, agendas, presentations, and follow-up summaries for meetings.
• Track open action items, deadlines, and deliverables; surface risks and status updates.
• Draft correspondence, memos, and communications on behalf of the CCO with appropriate tone and audience.
• Serve as a liaison between the CCO and internal stakeholders across the firm, building credibility and trust.
• Maintain organized systems for documentation and information flow across departments.
• Assist in developing and drafting presentations and slide decks for a wide range of topics.
• Provide general administrative support and compliance coordination as needed.
• Use technology tools to improve efficiency and quality of work.
• Coordinate and track partner candidate pipelines, interviews, and follow-up communications.
• Maintain candidate records and status tracking in recruiting systems.
• Support preparation of candidate materials and evaluation documentation.

Skills

Communication

Executive support

Stakeholder management

Attention to detail

Discretion

Education

Bachelor's degree

Tools

Microsoft Office Suite

Outlook

PowerPoint

Excel

Job description

Responsibilities

• Manage the CCO's calendar, scheduling, and meeting logistics with care and precision, anticipating conflicts and proactively resolving them
• Prepare briefing materials, agendas, presentations, and follow-up summaries for internal and external meetings
• Track open action items, deadlines, and deliverables across the CCO's portfolio; surface risks and status updates proactively
• Draft correspondence, memos, and communications on behalf of the CCO with an understanding of tone, audience, and context
• Serve as a liaison between the CCO and internal stakeholders across the firm, building credibility and trust at every touchpoint
• Maintain organized systems for documentation, files, and information flow across all three departments
• Assist in the development and drafting of presentations and slide decks on a wide range of topics, ensuring content is clear, well‑structured, and tailored to the intended audience
• Provide general administrative support on an as needed basis, including assisting with the coordination, tracking, and facilitation of firmwide compliance initiatives, such as required trainings and policy acknowledgments
• Use Technology tools thoughtfully to produce higher-quality work more efficiently, applying sound judgment about when and how to apply them
• Coordinate and track all aspects of partner candidate pipelines, including outreach scheduling, interview logistics, and follow-up communications
• Maintain accurate candidate records, activity logs, and status tracking in the firm's recruiting systems
• Support the preparation of candidate materials, meeting packets, and evaluation documentation
• Liaise with candidates, search firms, and firm leadership with professionalism and discretion
• Assist with scheduling lateral partner interviews across multiple offices and time zones
• Ensure a seamless candidate experience at every stage of the process
• Provide project coordination support for compliance, risk, and information governance initiatives, including tracking workstreams and milestones
• Assist with the preparation of reports, training materials, and communications for internal audiences
• Help coordinate firm-wide compliance programs, policy rollouts, and training logistics
• Support research, data gathering, and analysis on risk-related topics as needed
• Assist with vendor relationships, contract tracking, and committee meeting logistics

Requirements

• 3–5 years of experience in an administrative, operations, or executive support role — ideally in a professional services, legal, or corporate environment
• Demonstrated experience supporting senior leaders or managing complex, multi-stakeholder workflows
• Excellent written and verbal communication skills; ability to tailor messaging for different audiences
• High proficiency with Microsoft Office suite (CoPilot, Outlook, Word, PowerPoint, Excel); familiarity with project management or recruiting platforms a plus
• Track record of thriving in fast-paced, high-volume environments while maintaining quality
• Bachelor's degree or equivalent practical experience