This is an opportunity to join a small, dynamic team supporting a philanthropically-minded Ultra-High-Net-Worth family in a newly founded Single Family Office (SFO) in San Mateo. This is a brand new role in a fast-paced, rewarding start-up environment. The EA will support one of the Principals in her roles as award-winning author, philanthropist, mental health advocate, and investor. The EA will provide administrative support and assist in setting up best practices on behalf of the Principal in an effort to guarantee organizational well-being and optimal efficiencies.

Responsibilities:

Calendaring

• Coordinate multiple complex calendars including travel schedules, meetings, and day-to-day logistics. Work closely with the SFO Office Administrator to coordinate 1:1 and team meetings with CIO, COO, CFO, and COS.
• Work with Chief of Staff and Operations Director to schedule interviews for prospective SFO team members and consultants
• Book all personal and professional appointments, including complex international zooms with Chief of Staff and groups of academic scientists and clinicians.
• Manage schedule and agenda for weekly family meetings with the four children.
• Coordinate with SFO staff on quarterly review meetings for outside advisors to include investment, accounting, tax, and trust.

Communications

• Manage the Principal’s email inbox, including flawless correspondence with research scientists, foundation directors, entrepreneurs, investors, start-up founders, development officers, attorneys, tax accountants, editors, agents, publicists, journalists, consultants, real-estate agents, architects, contractors, developers and the SFO investment, finance, and foundation staff.
• Work closely with the Chief of Staff to act as gatekeeper for the Principal, including fielding personal and professional inquiries with tact, sensitivity, empathy, and efficiency.
• Coordinate with IT and Security consultant to trouble-shoot and maintain phones, laptops, iPads, Kindles, monitors, printers, backup drives, and home security systems.

Record-Keeping

• Maintain electronic files related to philanthropic, professional, and personal activities.
• Manage contacts and projects using state-of-the-art contact and project management systems. Coordinate expense approvals and accounts payables with SFO Office Administrator and outsourced accounting team.

Travel Coordination

• Plan and manage, both independently and with a travel agent, personal, professional, philanthropic travel including commercial and private air, accommodations, car rental, private car service, security detail, complex extended-family adventures, team-building outings, and last-minute vacations.

Job Requirements:

• Undergraduate degree (from selective school desired).
• Extensive administrative and project management experience.
• Experience in a UHNW family office a plus.
• Excruciating attention to detail, impeccable organizational skills, outstanding initiative and follow-through, superb written and verbal communication skills.
• Flexible, adaptive, nimble-thinking, with an out-of-the-box problem solving approach.
• Able and willing to take on any task, however large or small.
• Ability to work with other team members including Estate Management Specialist and SFO team (CIO, COO, Chief of Staff, CFO and Office Administrator).
• Able to work professionally and empathetically with people across a broad range of backgrounds.
• Must be tech-savvy and systems-minded. Experience with Dropbox, 1Password, Google Keep, Google Docs, Google Sheets, Excel, Word, AirTable, Asana or other project management software a plus.

Position

• Full-time, exempt
• San Mateo, CA
• Full-time employees enjoy medical, dental and vision coverage, flexible holiday and vacation time, and 401k.