Overview
Executive Assistant Jobs in Menlo Park, California, USA at Career Group
A well-established family office in Menlo Park, CA, is seeking a highly capable and organized Executive Assistant to join their tenured, close knit, collegial and professional team. This full-time role will primarily support the Managing Partner, Chief Investment Officer, and Chief Financial Officer with high level and strategic Executive Assistant needs and be able to add value by bringing new technology and efficiencies to the table.
Responsibilities
Managing calendars, scheduling, and confirming daily appointments for the executives.
Screening and prioritizing emails, calls, and correspondence; composing and preparing correspondence and sending emails on behalf of executives.
Researching and booking all global and domestic travel arrangements for business (and occasional personal) travel, including preparation of itineraries, hotels, transportation, and expense processing
Filing, scanning, and document management for multiple entities.
Arranging/ordering lunch daily for the office.
Greeting guests, preparing conference rooms for meetings, and cleaning up.
Planning and managing catering, set-up, and clean-up of office networking events.
Maintaining office and kitchen supplies and ensuring a clean office and workspace.
Inputting and maintaining the contacts database.
Sorting and organizing incoming mail.
Strong multi-tasking skills with the ability to self-prioritize tasks based on level of importance to the executive team.
Handling matters requiring discretionary judgment and confidentiality.
Interfacing with high-profile professionals.
Representing the family members in a positive light through great follow-through skills and sound judgment.
Requirements
Bachelor’s Degree required.
Outstanding organization and time management skills.
Highly dependable and self-motivated.
Ability to anticipate, be resourceful, and proactive; must be flexible to adapt when last-minute changes arise.
Excellent verbal and written communication skills.
Strong proficiency with technology, including office programs (Word, Excel, Google Calendar, online AI tools) and smartphone applications.
Proven success working independently, applying solid judgment, and using problem-solving skills.
Excellent interpersonal skills to interact with family members and business/social contacts at a variety of levels.
Outstanding professionalism in maintaining appropriate levels of confidentiality, discretion, and maturity, even in high-pressure situations.
Comfortable working in a team environment, sharing duties as necessary.
Salary Range
$150K – $180K
You can use Work Grades to collect and manage your references for free and share them with us or anyone else you choose by visiting Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your Linked In profile and that you start collecting your references early.
We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance
Title: Executive Assistant
Company: Career Group
Location: Menlo Park, California, USA
Category: Administrative/Clerical (Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin)
