Overview
Executive Assistant to Family Office Leadership Jobs in San Mateo, California, USA at Private Family Office
We are seeking an exceptional Executive Assistant to provide high-level support to the CEO, Principal, and Estate Manager of a prestigious Family Office. This role requires a strategic thinker with outstanding organizational skills, discretion, and the ability to anticipate needs before they arise. The ideal candidate will be adept at managing complex schedules, facilitatingcommunication, and handling sensitive information with the utmost confidentiality.
Key Responsibilities:
Executive Support
Manage intricate calendars for the CEO, Principal, and Estate Manager, including scheduling meetings, travel arrangements, and personal appointments.
Act as a gatekeeper, prioritizing communications and managing access to executives.
Prepare briefing documents for meetings and compile comprehensive reports on various family office matters.
Assist instrategic planningby organizing and maintaining critical documents and data.
Manage confidential and sensitive information with the highest level of discretion.
Assist in the preparation and processing of transactions, includingdocument managementand compliance.
Receive, sort, and distribute daily mail
Scanning, filing, and maintaining computer-based filing systems
Project Management
Coordinate and oversee special projects as directed by the Principal, CEO and Estate Manager.
Liaise with external partners and vendors including on site meetings at our portfolio of private residences.
Track progress on key initiatives and provide regular status updates toleadership.
Communicationand Liaison
Draft and edit high-level correspondence, presentations, and reports.
Facilitate internal and externalcommunication, ensuring all parties are well-informed and aligned.
Represent the CEO and Estate Manager in meetings when appropriate, taking notes and following up on action items.
Office Management
Oversee day-to-day operations of the Family Office, including vendor management and facility maintenance.
Implement and maintain efficient systems fordocument management, filing, and information retrieval.
Financial Administration and Vendor Management
Assist with basic bookkeeping duties and expense management for executives.
Support Estate Management with AP/AR
Coordinate with the finance team on budgeting and financial reporting as needed.
Help prepare financial documents for review and decision-making by the CEO and Principal.
Qualifications:
5+ years of experience as an Executive Assistant, ideally in a Family Office. Work in property management or construction is also appealing.
Exceptional proficiency with Google Workspace, Notion and Asana preferred.
Ability to understand complex financial concepts and contracts.
Excellent written and verbalcommunication skills, with the ability to interact effectively at all levels.
Proven ability to handle confidential information with discretion and maintain the highest level of integrity.
Outstandingproblem-solving skillsand ability to anticipate needs proactively.
Flexibilityto work extended hours when necessary and occasional travel.
Knowledge of wealth management, real estate, and investment practices is highly desirable.
Personal Attributes:
Exceptional judgment and decision-making abilities
Ability to thrive autonomously with broad decision making ability
Meticulousattention to detailand commitment to excellence
Adaptabilityand willingness to take ondiverseresponsibilities
Positive attitudeand ability to build stro…
Title: Executive Assistant to Family Office Leadership
Company: Private Family Office
Location: San Mateo, California, USA
Category: Administrative/Clerical, Management
