Job Description

Job Description

Private family in the Bay Area seeks an experienced and highly organized Personal Assistant & Investment & Charitable Operations Coordinator to provide part-time (20–30 hours/week) hybrid support, based both remotely and onsite. The Assistant will work in close collaboration with the Principal and existing Executive Assistant to ensure seamless personal, household, and investment operations. This role focuses on personal life management, household coordination, investment tracking, and philanthropic administration. The ideal candidate is structured yet flexible, comfortable operating within a dynamic environment, and demonstrates exceptional judgment, discretion, and follow-through.

Job responsibilities include, but are not limited to:

• Provide personal and household support to the Principal, coordinating personal calendars and syncing with the EA to avoid conflicts
• Manage household vendors, contractors, maintenance schedules, and utility coordination
• Oversee personal errands, purchases, gifting, and day-to-day lifestyle logistics
• Plan and coordinate domestic and international travel, including research, reservations, and itineraries
• Maintain organized filing systems for investment-related documentation (real estate, multifamily, mixed-use, leases, K-1s, loan docs, etc.)
• Track capital flows, including capital calls, distributions, and upcoming obligations
• Liaise with financial professionals such as brokers, CPAs, attorneys, and bankers to prepare and process relevant documentation
• Summarize monthly financial and investment reports, providing concise dashboards and liquidity snapshots
• Coordinate philanthropic paperwork and contributions, including donor-advised fund activity and charitable giving records
• Support personal and household special projects such as renovations, events, and property-related initiatives
• Maintain absolute confidentiality and professionalism in all matters
• Partner closely with the Executive Assistant to ensure cohesive, complementary support between professional and personal domains
• Additional Personal Assistant and Investment Operations coordination duties as requested

Requirements:

• Fluent in English with exceptional written, verbal, phone, and email communication skills
• Strong command of the English language; exceptional written and verbal communication skills
• Minimum of 5+ years of experience as a Personal Assistant, Real Estate Coordinator, or in Family Office Administration
• Excellent references required from both current and previous employers
• Experience coordinating investment or charitable operations strongly preferred
• Highly organized, analytical, and detail-oriented with the ability to manage multiple projects simultaneously
• Proficiency in Google Workspace, Microsoft Office, and ideally Airtable or Notion
• Familiarity with investment and real estate workflows, including tracking K-1s, capital calls, and related financial documentation
• Professional, discreet, and trustworthy with the ability to handle sensitive personal and financial information
• Outstanding problem solver; resourceful and proactive with a no-task-too-small mindset
• Ability to work independently and collaboratively with an existing Executive Assistant
• Strong understanding of calendar and travel coordination, both domestic and international
• Valid driver’s license and reliable transportation
• Authorized to work within the United States without sponsorship or restrictions

Salary: $30–$50 per hour, DOE; All compensation offers are Dependent On Experience, References, and results of a Federal Background Check

Benefits: Discretionary performance-based bonuses; flexible scheduling; paid holidays and PTO structure to be discussed; opportunity for long-term growth into a full-time salaried role as the family office expands.

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