A COO with an office in Brisbane, CA (San Mateo County) is seeking a top-tier Executive/Personal Assistant. The Executive/Personal Assistant plays a pivotal role in supporting the management team by ensuring seamless organization of both electronic and physical documents, assisting with project coordination, and handling day-to-day office operations. This position is essential in enhancing productivity, ensuring smooth communication, and contributing to the overall efficiency of the team. By managing these important tasks, this role helps create a positive and organized environment, allowing management to focus on strategic initiatives. This role will also serve as a personal assistant to two members of the management team. They are a small company, but place a big emphasis on finding the right candidate. They are a small company and want to be a place where people are happy to work and feel comfortable that their value is recognized. This is an in-office role (not remote) in Brisbane with travel to other properties as needed/requested, with mileage reimbursement for errands and work-related travel. The schedule is Monday through Friday and can begin any time between 7am-9am; it will be a full 8 hours with two 15-minute breaks and then lunch is unpaid and a minimum of 30 minutes. The role begins in November or December 202,5 with interviews starting in early to mid-October.

Executive Assistance

• Email, Electronic, and Physical Document Organization
  • Assist with physical document and electronic filing for the whole management team, including the organization of multiple legal entity records, meeting company protocol, that records are up to date, and easy to access. From time to time, this may require working alongside an individual manager to develop a new email, electronic, or physical filing system
• Project Support
  • Assist in the planning and execution of various projects by coordinating timelines, monitoring progress, and ensuring deadlines are met
  • Provide administrative assistance by organizing resources, gathering necessary information, and collaborating with internal teams to ensure a smooth project workflow.
  • Act as a point of contact for stakeholders to ensure that any issues are addressed timely, and that communication remains clear and efficient.
• Expense Report Management
  • Oversee and reconcile management credit card transactions and provide the necessary details to the Accounts Payable team for appropriate logging of each transaction
• Administrative Assistance
  • Daily office-wide mail distribution
  • Quickly greeting guests and alerting team members of their presence
  • Answering the office phone and correctly directing the call
  • Maintain and order office supplies, as necessary
  • Plan team events such as the annual volunteer event, Thanksgiving lunch, holiday party, and other occasions
  • Organize team celebrations for birthdays and career milestones
  • Responsible for office vendor relationships (ex, copier)

Personal Assistance

• Conduct research and assist with light project management
• Coordinate and oversee personal and home-related appointments
• Weekly grocery shopping
• Run errands and serve as a day-to-day right-hand
• Making travel arrangements
• Light technology support
• Other duties, as assigned

Required Knowledge, Skills, and Abilities

• Proficiency in Microsoft Outlook, Word, and Excel at an intermediate level or above
• Handle sensitive information with the utmost confidentiality and discretion
• Strong organizational skills and attention to detail
• Ability to anticipate needs and proactively address issues
• Must have excellent organizational, written, and verbal communication skills
• Ability to prioritize workloads, work independently, and meet objectives without supervision
• Skill to use a laptop computer and various software packages
• MVR acceptable to company insurer

Working Conditions

• In office full time/5 days per week
• Prolonged periods of sitting at a desk
• Prolonged periods working on a desktop or laptop computer
• Verbal and written communication in the English language
• Infrequent travel to offsite locations within the San Francisco Bay Area, which may include working outside in varying temperatures and in rough and uneven terrain

• $50-$65 an hour depending on the candidate’s work experience in similar roles
• 401k plan with a 3% match
• Health insurance (they offer 4 different health insurance plans), vision and dental included
• 10 paid holidays
• PTO is robust and encompasses vacation and sick time; 1st year is 20 days you can accrue up to; beginning at 2nd year it is up to 25 days; 5th year and beyond is 30 days accrual
• On-site gym for the employees at the Brisbane office