Executive Assistant, Office Operations Full Time NEW

The Opportunity

A globally oriented investment platform is establishing its U.S. presence in San Francisco, anchored by an institutional investor base and a disciplined focus on private markets. With a flagship fund launching, the firm is building its U.S. operations from first principles.

This is a foundational role within a highly lean, high-performance environment. The individual will work in close partnership with senior leadership to ensure the precision, organization, and operational rigor expected of an institutional investment platform.

Role Overview

This is a hybrid role combining executive support with financial and operational coordination, requiring both polish and precision.

You will operate as a trusted extension of leadership, while also owning key administrative and financial workflows that underpin the firm’s day-to-day functioning.

Key Responsibilities

Executive Support (≈50%)

• Provide high-touch support to senior leadership, including complex calendar management, travel coordination, and meeting logistics
• Coordinate internal and external meetings, including investor interactions and strategic discussions
• Ensure preparedness for meetings through materials coordination and logistical execution
• Act as a gatekeeper and prioritization partner, managing competing demands with discretion and sound judgment
• Support execution of investor-related events, offsites, and internal meetings

Financial & Operational Coordination (≈50%)

• Manage accounts payable workflows, including invoice tracking, approvals, and vendor coordination
• Assist with bank reconciliations, expense tracking, and payment oversight
• Maintain accuracy and organization across financial records and supporting documentation
• Coordinate with external accounting and service providers to ensure timely and accurate processing
• Support the implementation and refinement of operational processes as the platform scales

Office & Business Operations

• Oversee the day-to-day functioning of the San Francisco office with a focus on professionalism and efficiency
• Coordinate vendors, facilities, and office logistics
• Contribute to the build-out of operational infrastructure, processes, and internal workflows
• Support onboarding and general team operations in a growing environment

Ideal Candidate Profile

• 5–10 years of experience in a hybrid EA / operations / finance support role, preferably within asset management, private equity, venture capital, or a similarly rigorous environment
• Hands-on experience with accounts payable, reconciliations, or financial coordination
• Proven ability to support senior stakeholders while maintaining ownership of operational responsibilities
• Exceptional attention to detail, organization, and follow-through
• Strong judgment and discretion; comfortable operating in a high-trust environment
• Ability to operate independently and execute with minimal oversight
• Professional presence with the maturity to interface with senior investors and partners
• Motivated by working in a lean, high-accountability setting where standards are high and roles are fluid