Executive Assistant to Principal

Executive Assistant

Location: San Francisco, CA

Schedule: Monday-Friday, 5 days onsite

Compensation: $150,000 base salary

About the Role

A well-established private company is seeking an experienced Executive Assistant to provide high-level support to a Principal and Managing Principal in both business and personal capacities. This role requires exceptional organization, discretion, communication skills, and the ability to manage a wide range of priorities in a fast-paced environment.

Responsibilities

• Manage the Principal’s calendar and coordinate appointments, meetings, and other business and personal activities.
• Keep all parties informed of calendar changes and manage both social and business calendars.
• Support the Principal’s philanthropic activities, industry events, memberships, and board commitments.
• Coordinate special events, including business, personal, and social events.
• Accompany the Principal to company and social events as needed.
• Track the Principal’s daily time, including reviewing staff timesheets and client hours.
• Review time billing with the Principal and enter information into the appropriate system.
• Receive and organize routed mail and packages, including product announcements, auction catalogues, art announcements, magazines, personal correspondence, and other materials.
• Manage event invitations, RSVPs, and tickets as directed.
• Represent the company professionally with clients, vendors, personal associates, and employees.
• Assist with initial client information, appointments, and preparation of potential client materials.
• Provide initial customer service to potential clients and assist with appropriate screening and follow-up procedures.
• Coordinate company travel arrangements, prepare detailed itineraries, and manage related logistics.
• Prepare expense reports for travel and personal expenditures.
• Maintain organized records of trip information, travel details, and related materials.
• Maintain business and personal address books and contact information.
• Prepare and draft correspondence on behalf of the Principal and Managing Principal.
• Coordinate with administrative staff to order and arrange lunches for the Principal and office client meetings.
• Maintain the Principal’s office supplies, inventory, and overall organization.
• Troubleshoot basic issues with the Principal’s Mac, iPad, and iPhone and coordinate with IT support as needed.
• Liaise with Marketing and PR on projects involving the Principal.
• Provide general administrative support to the Principal and Managing Principal on special assignments.

Qualifications

• 10+ years of experience supporting C-level executives or principals.
• Professional appearance and demeanor.
• Excellent customer service, communication, and organizational skills.
• Strong proficiency with Microsoft Word, Excel, Outlook, and PowerPoint.
• Technically savvy with strong proficiency using Apple products.
• Exceptional attention to detail, accuracy, organization, and prioritization skills.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to interact professionally with clients, vendors, and team members at all levels.
• Exceptional attendance and punctuality with flexibility to work overtime as needed.
• Experience coordinating domestic and international travel.
• Prior experience managing or coordinating administrative staff.
• Strong team-building skills and a collaborative, team-oriented approach.
• Ability to work independently, exercise sound judgment, and manage competing priorities.
• Prior experience in an interior design firm or creative environment is preferred.

Please submit your resume for consideration!

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• We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Initiative for Hiring.