Executive Assistant for Family Office

Bespoke Private Service

Job Description

Executive Assistant for Family Office - Tranquility

Reports To: Senior Leadership

Work Schedule: Full Time, Monday-Friday

Location: Palo Alto Area (multiple locations)

Start Date: ASAP

Salary Range: $150,000 - $200,000

Overview

A Bay Area family is looking for an experienced Executive Assistant to provide the senior team with administrative support and manage vendor relations, with a keen emphasis on discretion, respect for privacy, and professionalism. Being rooted in a culture that champions communication, adaptability, and service, the Executive Assistant is the backbone of ensuring smooth operations across various fronts.

You will serve as a pivotal bridge between the household management team and external vendors, ensuring seamless communication, calendaring, and operations. On a typical day, you might find yourself emailing and calling vendors as you manage the property calendar and communicate changes to the team. On another day, you’ll be immersed in rigorous research and negotiations for the best private travel options for an upcoming trip. Being hyper-organized, detail-focused, and self-aware are indispensable attributes for this role. With a genuine service heart, the ideal candidate is willing to jump in, even if it means running an errand or helping out with a hands-on task outside of their traditional role.

The ideal candidate thrives in a fast-paced, detail-driven environment, and is the epitome of organization and communication. You will become the lynchpin of a small, but powerful team as you support two senior staff members and anticipate needs while demonstrating both maturity and humility. With an obsession for discretion, you respect boundaries, value privacy, and seamlessly integrate into the team’s rhythm, always prioritizing safety over speed.

This position is full-time with a Monday-Friday schedule. As is expected with all private service positions, this position will require infrequent work on evenings and weekends including answering questions and providing updates via text. You will be supporting teams at multiple Palo Alto-area locations.

Expectations

• 7-10 years of experience in administrative roles within a family office setting. Familiarity with personal or lifestyle-focused services is REQUIRED, and experience with construction-related knowledge is a major plus.
• Must maintain a high level of discretion and utmost respect for the client’s confidentiality, demonstrating a readiness to adhere to stringent privacy protocols.
• Capable of multitasking, managing frequent communications, and maintaining a positive attitude.
• Must be tech-savvy, with proficiency in GSuite, Signal, Microsoft, and Outlook, both for email and calendar management. Familiarity with Asana or similar project management tools is also required.
• Project management skills and proficiency with Gantt chart tools.
• Proven ability to handle administrative tasks, including writing professional emails, keeping a complex calendar, managing multiple inboxes, researching topics as requested, and project management.
• Willingness to travel between locations; must have a vehicle and a valid Driver’s License.
• Strong writing and grammar skills.
• A fierce sense of urgency.
• Ability to juggle varied priorities.
• Experience coupled with adaptability, the humility to learn new processes, and the initiative to contribute to an ever-changing environment.
• Must love animals, especially dogs and cats.

Responsibilities

• Administrative Duties: Provide comprehensive support for senior leadership on the household management team, encompassing a wide range of tasks. This includes precise calendaring of events and appointments, detailed research on various topics, meticulous project management to keep tasks on track, and thoughtful planning of private travel itineraries, ensuring smooth and stress-free journeys for the clients.

• Vendor Management: Serve as a primary point of contact for vendors, guaranteeing that all forms of communication are answered quickly and thoughtfully and relationships are maintained professionally and productively. Lead and communicate all vendor activities, ensuring that timelines are met and tasks are executed to the highest standard across various disciplines. Oversee invoice management, ensuring accuracy, highlighting discrepancies to senior leadership, and seeing approved invoices through to payment. Experience working with general contractors and managing subcontractors will prove beneficial in liaising and understanding the specifics and intricacies of each vendor's tasks.

• Communication: Effortlessly execute a kind and timely style of communication, ensuring that there's a smooth information flow between the household management team, the security team, vendors, and the clients. Use the most appropriate channels, often Signal, email, or phone conversations, to facilitate operations, address concerns, and ensure timely execution and follow-up. Daily check-ins and updates with senior leadership will be a norm to prevent any miscommunications.

• Miscellaneous Duties: Display adaptability and initiative in pivoting to and managing a variety of additional projects as they arise. This might involve quick, thorough research into specific topics, planning travel itineraries with a focus on security and accuracy, or rigorous vendor vetting to ensure the team is always in the best hands. This role requires a hands-on approach, tackling both the expected and unexpected with equal dedication, discretion, and precision.

Benefits

• Negotiable benefits
• 10 days of PTO
• 5 Paid Sick Days
• 6 Paid Holidays:
  • New Year’s Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Christmas Day