Family office is looking for a part-time Executive Assistant working 2–3 days per week in a hybrid capacity, with in-office presence required in Larkspur. This role supports the Principal, CFO, and other Business Heads and their families across a variety of businesses in the investment, health, sports, and agriculture space. You will be responsible for managing scheduling for the Principal and other members, tracking time spent on various businesses, drafting communications, organizing and preparing meetings, coordinating travel (both business and personal), maintaining records and documents, submitting expense reports, monitoring invoices and bills, and handling ad hoc projects. We’re looking for someone with excellent communication and time management skills, who is flexible, adaptable, and comfortable with context switching. This is an exciting opportunity to wear multiple hats and support a family office that’s seeking a long-term team member. 80–120K DOE + benefits!
Responsibilities:
- Manage scheduling and calendars for the family office team and family members, including coordination for corporate and non-profit board roles and related meetings.
- Coordinate travel arrangements for approximately 15 individuals, working closely with a travel service and allowing for adequate lead time.
- Organize and prepare for meetings by gathering materials, managing logistics, setting up meeting spaces, and occasionally attending to take notes or draft minutes.
- Draft, review, and send communications on behalf of the family office; answer phone calls and relay messages.
- Maintain records, documents, and files, including handling confidential and sensitive information; manage digital storage systems such as Microsoft OneDrive.
- Prepare, reconcile, and submit expense reports; manage payments, invoices, and basic entries in the general ledger system.
- Assist with light financial tasks such as issuing checks for service providers or coordinating small household projects.
- Complete various administrative and special projects, including creating PowerPoint presentations, financial spreadsheets, and reports.
- Handle daily operational tasks such as mail, packages, printing, filing, and emails.
- Support personal and household needs including errands, shipping, holiday gifts, and coordination related to pets or property.
- Assist with ongoing projects such as office set-up, furnishing spaces, and coordination with vendors and designers.
Qualifications:
- Bachelor’s Degree preferred.
- Minimum of 5 years’ administrative experience in a professional or corporate setting.
- Strong written and verbal communication skills.
- Someone who has notary or would like to do it.
- Excellent organizational, time-management, and multitasking abilities with keen attention to detail.
- Proficient in Microsoft Office, Outlook, OneDrive, and comfortable with video conferencing tools and basic IT functions.
- Demonstrated flexibility and ability to adapt to changing priorities and varied tasks throughout the year.
- Financial literacy or accounts payable/receivable experience is a plus, but not required.
- Strong interpersonal skills and a proactive, resourceful approach.