Executive Assistant, Office Operations

Role overview

This opportunity is with a sophisticated family office investment platform that started in London and is now building its presence in San Francisco. The business is launching a new discretionary fund focused entirely on private-market AI investments and is setting up its first U.S. office to support growth. The San Francisco location will begin as a satellite office and then evolve into a permanent base as the team expands.

The role is for a polished Executive Assistant and Office Manager who can support the Founder and his advisors while helping run the day-to-day office setup and operations in San Francisco. The position will partner closely with the London support team and calls for someone organized, adaptable, discreet, and able to work with limited direction. The ideal person is proactive, quick-thinking, resourceful, low-ego, and comfortable delivering high-touch support in a fast-paced environment.

This is a chance to help establish a new office from the ground up and grow with an expanding AI-focused investment platform.

Working schedule

The role is based in San Francisco, California, and requires 40 hours per week. Flexibility for additional hours may be needed during busy periods or when the Principal is in town.

Responsibilities

• Run complex scheduling and calendar coordination across multiple time zones.
• Arrange detailed travel plans and related logistics.
• Set up meetings, dinners, and events.
• Capture meeting notes and monitor action items through to completion.
• Support expense tracking, budgeting, and banking-related oversight.
• Handle purchasing and a wide range of ad hoc requests for the Founder and advisors.
• Sort competing priorities quickly in a high-velocity environment.
• Keep communication flowing between Principals and internal or external stakeholders.
• Maintain the Founder’s CRM, including contact entry and ongoing updates.
• Identify needs early and resolve issues with minimal supervision.
• Coordinate smoothly with the London support team on the Founder’s calendar and priorities.
• Provide personal, lifestyle, and concierge-style support when needed.
• Manage gifting end to end, including selection and delivery.
• Book personal appointments and reservations, and coordinate medical, fitness, and wellness tasks.
• Organize pet-related arrangements, including travel.
• Liaise with advisors and outside contacts.
• Support the Founder’s partner with scheduling and logistics when required.
• Help establish the San Francisco office and support its daily operations.
• Coordinate vendors and office supplies.
• Keep shared areas organized and well maintained.
• Assist with onboarding and operational needs as the office grows.

Qualifications

• A bachelor’s degree is mandatory.
• 5 to 15 years of experience in executive assistance and/or office management is preferred.
• Experience assisting founders, principals, or senior executives is strongly preferred.
• Exposure to investment firms, venture capital, private equity, hedge funds, or family offices is highly desirable.
• Knowledge of venture capital and investment language is a strong advantage.
• Excellent emotional intelligence, sound business judgment, and practical decision-making are important for this role.
• Comfort with ambiguity and the ability to take initiative are essential.
• Strong communication, organization, and attention to detail are required.
• Willingness to work flexible hours when necessary is expected.
• Discretion and professionalism are critical.
• Experience working with global teams and across time zones is preferred.
• Accounting or finance exposure is helpful, though not essential.
• Comfort in a startup-style setting with changing processes is important.
• Good judgment is needed when arranging dining and lifestyle plans that match the Founder’s preferences.

Culture

The team places strong emphasis on integrity, curiosity, creativity, and kindness. The environment is inclusive and encourages people to show up authentically. Colleagues are expected to go above and beyond, work with optimism and precision, and collaborate openly to deliver excellent results.

Additional information

The role is contract-based and onsite in San Francisco. The employer is expanding into the U.S. and building a new office structure, so the role will likely involve evolving responsibilities as the team scales. The position also requires a high level of flexibility and discretion in both professional and personal support matters.