Executive Assistant

Executive Assistant, San Francisco – Asset Management

Position: A confidential Asset Management firm is seeking an Executive Assistant based in San Francisco.

Company Description: Our client is a well-established asset management firm managing investments on behalf of institutional and private clients. The firm is known for its disciplined investment approach and collaborative, high-performing culture.

We operate a hybrid work model: four days in the office, with Fridays remote. On days you’re in the office, free lunch is provided!

Role Description: We are actively seeking an experienced Executive Assistant for our San Francisco office. An Executive Assistant is responsible for setting up internal and external meetings, managing calendars, arranging travel plans, and processing expense reports. The ideal candidate will be well spoken, self-sufficient, and extremely organized. Additionally, he or she must have excellent judgment to properly prioritize multiple and potentially competing requests. Overall responsibility will be to support a team of up to four executives.

Responsibilities:

• Timely and accurate coordination of internal and external meetings, including logistical details, communication, and follow-up
• Coordinate travel arrangements both domestic & international, requiring an understanding of each executive’s business agenda as well as personal preferences; may include making restaurant and other business entertainment suggestions and reservations
• Prepare monthly expense reports, identify and resolve all discrepancies
• Proactively and frequently check in with managers
• Screen communications as needed — reading, researching, collecting, prioritizing, and routing correspondence and information with the proper level of professionalism
• Accurately update contact information in Outlook and CRM database
• Maintain and protect confidentiality regarding all aspects of client and company information
• Adhere to company policy while best meeting the needs of executives supported

General Qualifications:

• 2+ years Executive Administrative experience, preferably in Financial Services or Professional Services (Consulting, Law, Advisory, etc.)
• Proficient in MS Office Suite (Word, Excel, Outlook, and PowerPoint)
• Highly organized with strong attention to detail; demonstrates accuracy and thoroughness
• Exceptional verbal and written communication skills
• Proactive and self-motivated, able to anticipate the needs of others
• Ability to juggle multiple assignments and prioritize effectively; demonstrates sense of urgency
• Manages competing demands well; able to deal with change, delays, or unexpected events
• Ability to follow process and procedures; looks for ways to improve and promote quality
• Resourceful self-starter, able to work independently and as a team player
• A positive, enthusiastic approach to work and collaboration
• High degree of professionalism and reacts well under pressure
• Appropriate discretion and integrity handling confidential and sensitive information
• Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds firm values
• Excellent professional references
• U.S. work authorization

Communication Skills:

• Exceptional writing and verbal communication skills, able to prepare high-impact materials
• Participates effectively in both internal and external meetings
• Maturity and poise to work directly with senior executives

Team Player:

• Team player who can contribute to building a positive team spirit, keeps commitments, inspires the trust of others, works with integrity and ethically, and upholds firm values
• Ability to perform under pressure, amid tight deadlines; can effectively prioritize and plan
• Collaborative across teams and levels, both internally and externally
• Understands coaching for the long-term development of self and others

Compensation: $90,000–$110,000 base salary, plus bonus potential of up to 10%.

Inclusion and Equal Opportunity Employment: Our client is an equal opportunity employer committed to diversity and inclusion. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, Aboriginal/Native American status, or any other legally protected factor.