Senior Executive Assistant

Nortia Staffing - Human Resources, Accounting and Administrative Staffing; Palo Alto (CA); On-site; USD 78,000 - 130,000; Full time

Job summary

International Venture Capital Firm in Palo Alto seeks an experienced Executive Assistant to support three Partners and the COO in a fast-paced, high-stakes investment setting.

The ideal candidate is polished, proactive, and exceptionally organized, with a track record supporting senior executives and managing competing priorities while exercising discretion and professionalism.

Qualifications

• 7+ years of executive assistant or senior administrative experience.
• Must have prior experience supporting executives within a Private Equity or Venture Capital firm.
• Experience in financial services, investment management, or a high-performance professional services environment is preferred.
• Proficient with MS Office, Google Workspace, and CRM or other business systems.

Responsibilities

• Provide high-level administrative and executive support to senior leadership, including complex calendar management, scheduling, and meeting coordination.
• Coordinate domestic and international travel arrangements, itineraries, accommodations, and related logistics.
• Prepare and organize presentations, meeting materials, agendas, and other executive-level documents.
• Manage and prioritize multiple calendars while anticipating scheduling conflicts and proactively resolving issues.
• Organize internal and external meetings with executives, investors, portfolio companies, and external partners.
• Coordinate company-wide annual meetings, off-sites, special events, and other executive-level functions.
• Serve as a professional liaison between executives, employees, investors, external partners, and other key stakeholders.
• Support day-to-day office operations and ensure the Palo Alto office runs efficiently and professionally.
• Coordinate facilities management, vendors, office services, procurement, and expense reimbursement processes.
• Develop and maintain administrative processes and systems that improve efficiency and organization.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.
• Assist with special projects and other administrative priorities as needed.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder management

Discretion

Communication

Organization

Tools

Microsoft Office

Google Workspace

CRM systems

Job description

We are supporting an International Venture Capital Firm with their search for an Executive Assistant supporting 3-Partners and the COO.

The ideal candidate is a polished, proactive, and highly organized professional who understands the pace and expectations of a Private Equity or Venture Capital environment. You are comfortable supporting demanding executives, managing competing priorities, interacting with sophisticated stakeholders, and taking ownership of responsibilities with minimal direction.

Highlights

• Salary: $120,000–$130,000 + Bonus
• MUST be local and be able to travel both domestically and internationally (2-3 times a year)
• Ideal candidate is bilingual in Chinese (conversational is fine)

We are seeking an experienced and highly polished Executive Assistant to support senior executives at a leading private equity and venture capital firm in Palo Alto. This is a high-impact role requiring exceptional judgment, discretion, organization, and attention to detail in a fast-paced investment environment.

The ideal candidate will have significant experience supporting senior executives within a Private Equity or Venture Capital firm and will be comfortable operating in a sophisticated, high-performance environment with exposure to investors, partners, and other key stakeholders.

Key Responsibilities

• Provide high-level administrative and executive support to senior leadership, including complex calendar management, scheduling, and meeting coordination.
• Coordinate domestic and international travel arrangements, itineraries, accommodations, and related logistics.
• Prepare and organize presentations, meeting materials, agendas, and other executive-level documents.
• Manage and prioritize multiple calendars while anticipating scheduling conflicts and proactively resolving issues.
• Organize internal and external meetings with executives, investors, portfolio companies, and external partners.
• Coordinate company-wide annual meetings, off-sites, special events, and other executive-level functions.
• Serve as a professional liaison between executives, employees, investors, external partners, and other key stakeholders.
• Support day-to-day office operations and ensure the Palo Alto office runs efficiently and professionally.
• Coordinate facilities management, vendors, office services, procurement, and expense reimbursement processes.
• Develop and maintain administrative processes and systems that improve efficiency and organization.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.
• Assist with special projects and other administrative priorities as needed.

Qualifications

• 7+ years of executive assistant or senior administrative experience, with a strong track record supporting C-level executives, Managing Partners, Partners, or other senior leaders.
• Must have prior experience supporting executives within a Private Equity or Venture Capital firm.
• Experience working in financial services, investment management, or another high-performance professional services environment strongly preferred.
• Exceptional organizational skills and the ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills, with a polished and professional presence.
• Demonstrated ability to anticipate executive needs, exercise sound judgment, and work independently.
• Strong attention to detail and a proactive, solutions-oriented approach.
• Proven ability to handle confidential information and sensitive matters with discretion.
• Proficiency with Microsoft Office, Google Workspace, and CRM or other business systems.
• Ability to work 5 days per week onsite in Palo Alto, CA.