Executive Assistant, Office Operations

Location: San Francisco, CAHours: 40 hours/week with flexibility for extra hours during busy periods or when the Principal is in townAbout the CompanyOur client is a sophisticated family office investment platform originally established in London, now expanding its presence into San Francisco. The firm is currently launching a new discretionary investment fund exclusively focused on private market AI investments and is building out a U.S. affiliated, and its first U.S. office, to support continued growth.The London headquarters currently consists of an experienced investment and operations team, including Executive Assistants and lifestyle support professionals. The San Francisco office will initially serve as a satellite office before transitioning into a permanent location and scaling into a larger U.S. operation.This is a rare opportunity to join a highly entrepreneurial and globally connected investment platform at an early stage and help establish the foundation of the firms U.S. presence.Position OverviewThe firm is seeking a polished, highly adaptable Executive Assistant / Office Manager to support the Founder and his advisors, while helping coordinate day-to-day operations for the San Francisco office. This role will work closely in tandem with the London-based support team and requires someone who is highly perceptive and organized, who can collaborative effectively, anticipate needs, and operate confidently with limited direction.The ideal candidate is proactive, quick-minded, resourceful and has a low ego. This requires someone capable of providing exceptional service, flexibility, and discretion and demonstrates practical decision-making and sound business judgment in fast paced, high-touch environments.This position offers the opportunity to help build a new office from the ground up and grow alongside a rapidly expanding AI-focused investment platform.Key ResponsibilitiesExecutive SupportManage complex calendars and scheduling across multiple time zonesCoordinate extensive travel arrangements and logisticsOrganize meetings, dinners, and eventsTake meeting notes and track follow-up itemsHandle expense management, budgeting support, and oversight of banking activitiesManage purchasing and ad hoc requests for the Founder and Advisors.Prioritize and triage competing demands in a fast-moving environmentCoordinate communication between Principals and internal/external stakeholdersMaintain the Founder's CRM system, including data entry and upkeep of contactsAnticipate needs and proactively solve problems with minimal guidanceEnsure seamless coordination with the London-based support team regarding the Founders schedule and prioritiesProvide high-touch personal and lifestyle support as neededOversee gifting end-to-end, from selecting appropriate items to managing deliveryBook personal appointments and reservations, and coordinate medical, fitness, and wellness-related tasksManage pet-related tasks, including pet travel arrangementsCoordinate with advisors and external contactsAssist with personal scheduling and logistics, including support for the Founder's partner as neededOffice ManagementSupport the setup and day-to-day operations of the San Francisco officeCoordinate office vendors and suppliesMaintain shared spaces and office organizationAssist with onboarding and operational support as the office scalesQualificationsBachelors degree required515 years of Executive Assistant and/or Office Management experienceExperience supporting high-level executives, founders, or principals preferredBackground supporting investment firms, venture capital, private equity, hedge funds, or family offices strongly preferredFamiliarity with venture capital and investment terminology is highly desirableHigh level of emotional intelligence, business acumen, and common sense to daily operationsAbility to navigate ambiguity with confidence, initiative, and practical reasoningHighly polished communication and organizational skillsComfortable working flexible hours when requiredStrong attention to detail and discretionExperience working alongside global teams and across time zones preferredAccounting or finance exposure is a plus but not requiredComfortable in startup-like environments with evolving structureExercises thoughtful judgment in curating dining and lifestyle arrangements that reflect the Founders standards and preferencesCultureCulture sits at the heart of how the company operates. The team values integrity, curiosity, creativity, and kindness, and fosters an inclusive environment where people can bring their whole selves to work. Colleagues go the extra mile, operate with optimism and precision, and work openly and collaboratively to achieve exceptional outcomes.