Executive Assistant to Founder

Schedule: Monday-Friday, 4 days onsite, 1 day remote

A premier creative firm located in Downtown San Francisco is seeking an experienced Executive Assistant to support the Founder in both business and personal capacities. This role is ideal for a polished, highly organized, and discreet professional who is comfortable managing a wide range of priorities in a fast-paced, high-touch environment.

The Executive Assistant will serve as a trusted partner to the Founder, managing a complex calendar, coordinating business and personal commitments, overseeing travel and events, and handling a variety of administrative and special projects. Strong judgment, exceptional attention to detail, and the ability to anticipate needs are essential.

• Manage the Founder’s calendar and coordinate appointments, meetings, and business and personal activities.
• Keep all parties informed of calendar changes and effectively manage competing priorities.
• Support the Founder’s philanthropic activities, industry events, memberships, and board commitments.
• Coordinate business, personal, and social events.
• Accompany the Founder to company and social events as needed.
• Track the Founder’s daily time and maintain related records and administrative details.
• Review and coordinate time billing and related information as needed.
• Receive and organize routed mail and packages, including product announcements, auction catalogues, art announcements, magazines, personal correspondence, and other materials.
• Manage event invitations, RSVPs, and tickets as directed.
• Represent the Founder and firm professionally with clients, vendors, personal associates, and employees.
• Assist with client information, appointments, and preparation of materials.
• Provide a high level of professionalism and customer service to clients, vendors, and other external contacts.
• Coordinate domestic and international travel arrangements, prepare detailed itineraries, and manage related logistics.
• Prepare expense reports for travel and personal expenditures.
• Maintain organized records of travel details and related materials.
• Maintain business and personal address books and contact information.
• Prepare and draft correspondence on behalf of the Founder.
• Coordinate with administrative staff to order and arrange lunches for the Founder and office meetings.
• Maintain the Founder’s office supplies, inventory, and overall organization.
• Troubleshoot basic issues with the Founder’s Mac, iPad, and iPhone and coordinate with IT support as needed.
• Liaise with Marketing and PR on projects involving the Founder.
• Provide general administrative support and assist with special projects as needed.

• 10+ years of experience supporting a Founder, CEO, C-level executive, or principal.
• Professional appearance and demeanor.
• Excellent customer service, communication, and organizational skills.
• Strong proficiency with Microsoft Word, Excel, Outlook, and PowerPoint.
• Technically savvy with strong proficiency using Apple products.
• Exceptional attention to detail, accuracy, organization, and prioritization skills.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to interact professionally with clients, vendors, and team members at all levels.
• Exceptional attendance and punctuality with flexibility to work overtime as needed.
• Experience coordinating domestic and international travel.
• Prior experience managing or coordinating administrative staff.
• Strong team-building skills and a collaborative, team-oriented approach.
• Ability to work independently, exercise sound judgment, and manage competing priorities.
• Experience in a creative, design, luxury, or client-service-oriented environment is preferred.

• We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Initiative for Hiring.