Executive Personal Assistant

Job Description

A busy philanthropic principal seeks a highly skilled Executive Personal Assistant to join their team in a home office based in Pacific Heights. The ideal candidate is capable of wearing multiple hats and pivoting quickly under pressure and time constraints. This role demands discretion, efficiency, and a collaborative spirit to support the principal with both personal and extensive community projects.

Punctuality and perfectionism are non-negotiable. The candidate should be tech-savvy, up to date with the latest tools, and bring a positive, growth-oriented mindset. A love for learning and a commitment to excellence are key.

If you're a high-performing professional who thrives in a fast-paced, mission-driven environment and seeks a long-term role supporting a passionate principal, this position could be an excellent fit.

Schedule

• Full-time, on-site: Monday–Friday, 9 AM–5 PM

• Evening & weekend availability required for events and special requests

• Bay Area local residency required

• Flexibility to travel to other properties as needed

Key Job Duties

• Manage daily home office operations

• Coordinate communications with principal, Chief of Staff, staff, vendors, foundations, and board members

• Prepare daily and weekly reports and schedules (both digital and hard copy)

• Open and organize daily mail using a systematic folder system

• Maintain calendars and contact databases

• Coordinate complex domestic/international travel with backup plans

• Serve as gatekeeper for professional and personal activities

• Handle multiple email addresses, phones, and correspondence

• Maintain open communication with family and staff

• Maintain accurate records and organize systems with follow-through

• Oversee maintenance of vehicles and private jets

• Liaise with staff at multiple estates in CA, MA, and NY

• Plan and coordinate events (vendors, caterers, planners)

• Oversee IT systems; familiarity with AI and new tech is required

• Conduct online research and shopping

• Verify and reconcile bills and credit card statements

• Manage special projects (e.g., archives, cataloging)

Key Qualifications

• 5+ years’ experience as a PA/EA/HM/EM in a private household

• Absolute confidentiality and discretion

• Strong Bay Area vendor/service relationships

• Highly organized, dependable, and punctual

• Proactive and composed under pressure

• Sophisticated interpersonal and communication skills

• Meticulous attention to detail and strong follow-through

• Able to multitask and adapt to shifting priorities

• Tech savvy: Troubleshoot Apple devices (iPhone, iPad); knowledge of MS Word, Excel, Outlook

• Excellent verbal/written communication and editing skills

• College degree preferred

• Valid driver’s license and comfort navigating San Francisco/Bay Area

• Willingness to complete a successful trial period

Compensation & Benefits

• Salary: $150,000/year

• Medical: 80% coverage

• Dental/Vision: 100% coverage

• Paid Sick Days & Holidays